Administrative Assistant

Job description

At the employer, you can be who you are, and have the unique qualities you bring. Our culture encourages personal expression, open dialogue, and authentic communications, where you are valued, accepted, and respected for who you are, allowing you to thrive both personally and professionally. This is how we aim to prevent, stop and treat disease and ensure everyone has access to healthcare today and for generations to come. Join the employer, where every voice matters. Job Title: Administrative Assistant Job Summary The Administrative Assistant provides critical operational, compliance, and logistical support to the Access, Finance, and Portfolio teams. This role ensures standardized documentation, strict compliance tracking, and smooth daily operations across both departments. Key Responsibilities 1. Draft and prepare Contracts and Agreements Administration: Prepare standard contracts, operational agreements, vendor arrangements and memorandums of understanding using pre-approved company templates based on project details. Review and proofread: Update draft agreements by incorporating comments, standard reviews, and legal terminology from internal team members and stakeholders. Signature Direction: Manage the end-to-end digital signature process for internal leadership and external partners using electronic signature tools (e.g. DocuSign). 2. Tracking, Compliance and System em Administrative data entry and system: entering, recording and maintaining accurate activity records into internal databases and tracking platforms. Purchase Orders and Procurement Support: Lead the creation and tracking of Purchase Requisitions (PRs) and Purchase Orders (POs) by working closely with Finance and Marketing teams Awesome. Track Agreement Lifecycle: Maintain centralized, clean dashboards and spreadsheets to track active, pending, and expired contracts and policies. Renewals and Expiration Alerts: Monitor key contract expiration dates and proactively alert relationship managers and team leaders when agreements need to be renewed or periodically reviewed. Compliance and Milestones: Track and record administrative deadlines and reporting requirements associated with active agreements to ensure full compliance. 3. Document control and knowledge sharing Centralized document center: Manage and organize shared document repositories (e.g., SharePoint, Confluence), ensuring consistent file organization, clear version control, and proper archiving of old files. Knowledge Management: Organizing operational plans, project tracking, and reference materials so that they are easy for team members in both departments to find and use. 4. Daily operations and coordination of team logistics meetings: Schedule and coordinate internal team meetings, manage calendar invites, and handle logistics of external vendor or partner calls. Meeting Minutes and Adaptation Elements: Attend key meetings to obtain clear and concise summaries of meetings and assign/track follow-up tasks. General Administrative Support: Providing daily proactive administrative support to keep team operations running smoothly. 5. Manual payments for financial and administrative operations: Handling manual payments including SADAD, bank transfers and other government payments. Credit card management n Corporate: Manage corporate credit card administrative processes, track them, and support reconciliation. Communications Management: Overseeing communications services, accounts and operational management of the team. Transparency Reporting: Ensure accurate compliance tracking and transparency reporting of HCP/HCO spending. Qualifications and Educational Experience: High school diploma or equivalent required, associate's or bachelor's degree in business administration or related field preferred. Technical Proficiency: Hands-on experience with document control tools (e.g. SharePoint, Confluence). Proficiency in electronic signature platforms (e.g. DocuSign). Working knowledge of enterprise systems (ERP/PO builders

Requirements

• Strong organizational abilities
• High attention to detail
• Excellent proofreading skills
• Marks expiring agreements
• Version control
• Meets deadlines
• More than 100,000 employees worldwide committed to Adva since science
• Enhances creativity

Skills