Administrative Assistant

Boehringer Ingelheim
Kuala Lumpur
MYR 100,000 - 150,000
Job description

Are you an organized and proactive professional with a passion for excellence? Our team is looking for an Administrative Assistant to join our dynamic team. You will be assisting the medical department in administrative matters, concerns and requirements. This is your opportunity to be a part of an innovative company that values collaboration, integrity, and personal growth.

Duties & Responsibilities:

Events

  • Oversee all aspects of event execution for medical department events, getting quotations, finding suitable venues, and selecting appropriate vendors for the event.
  • Prepare delegate registration form for flight and accommodation booking.
  • Ensure all the necessary documents needed for purchase requisition are completed.
  • Coordinate with regional counterparts to ensure smooth execution of medical activities.
  • Manage and review contracts with vendors before signing off to procure their services.
  • Ensure all vendors deliver goods and services on time and as per contract/instructions.

Finance

  • Raise ePR and provide purchase order to vendors to confirm purchases of goods or services.
  • Create new vendor when necessary.
  • Prepare and update monthly accrual template.
  • Ensure all received tax invoices are in order, supported by documents, charged to the correct cost center, and signed by managers and head of medical before submission to Finance.
  • Prepare payment requisition document for payment without invoice and advance payments.
  • Record and keep track of event expenses for all therapeutic areas.

Compliances & Code Of Conducts

  • Ensure all vendors/suppliers adhere to company supplier code of conduct.
  • Compliant with company code of conduct & policies.

Regulatory

  • Support various local regulatory and registration work.
  • Record and categorize medical inquiries in the Medical Information system.
  • Coordinate with Pharmacovigilance and Technical Product Complaint (TPC) teams.

About our future employee:

  • Bachelor's Degree in Business Administration (preferred) or Professional Training.
  • Minimum 1 year of management/administration experience; Project management background is a plus.
  • Knowledge of the Prescription Medicine/pharmaceutical industry is desirable.
  • Ability to work well under pressure and multi-task with frequent interruptions and changing priorities.
  • Strong organization and follow-through skills.
  • Meticulous and organized; Able to meet multiple deadlines with excellence.
  • Able to work independently, analytical and problem-solve for issues.
  • Agility & flexibility to manage multiple priorities.
  • Pro-active and able to deliver tasks with a sense of urgency.
  • Should be well-versed in overall office management, technical tools, and software applications.
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