About AbbVie
AbbVie's mission is to discover and deliver innovative medicines and solutions that solve serious health issues today and address the medical challenges of tomorrow. We strive to have a remarkable impact on people's lives across several key therapeutic areas including immunology, oncology and neuroscience - and products and services in our Allergan Aesthetics portfolio. For more information about AbbVie, please visit us at www.abbvie.com.
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Purpose Statement
Responsible for administrative support of Marketing, Sales, Market access & Medical functions: Logistic management of all promotional and non-promotional meetings, main point of contact with advertising agencies, preparing reports and maintaining appropriate filing systems, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating or modifying business documents, preparing presentations from source materials, acting as a liaison for remote access issues.
Implement & monitor assigned promotional campaigns & collaborate with CEx team on digital activities.
Major Responsibilities
Supplier Relationship, purchasing & Events Management
- ✓Responsible and accountable for initiating, pre-executing, and closing out the Master Approval Process (MAP) in a process-related role. Also responsible for gathering and ensuring all required documentation complies with company policies, legal requirements, and ethical standards.
- ✓Organizes large to medium size events for the BU targeting internal and external audiences (e.g. sales team, brand team, scientists, physicians, etc.), for Gulf levant.
- ✓Negotiation of tariffs with suppliers.
- ✓Preparation of vendors contracts and ensure all signatures, preparation HCP/HCO agreements and letters, ensure print and signature.
- ✓Prepare honorarium fees of consultants and service providers (Promo event and Medical)
- ✓Provide direct PTP support across functional for processing shopping carts, ACRs and Payments.
- ✓Maintain SC/PO daily Log. Reconcile and update (uplift) PO and Invoice received before payment execution.
- ✓Posting vendors invoices -monthly records proofs of payments:
- ✓Provide the update POs for closing.
- ✓Manage all the booking, transfers, transportation for the events organized and follow up with travel agencies for flights details, congress accommodation and registration.
- ✓Provide detailed costing and comparative offers for different demand and as needed
- ✓Tracking vendors invoices.
- ✓Ensure and organize promo projects.
- ✓Coordinate with the external agencies the Promotional material from preparation till reception.
- ✓Develop and implement innovative marketing tactics and digital multi-channel opportunities in collaboration with marketing and CEx teams.
- ✓Work collaboratively with other functions (medical, sales and CEx team etc.) to facilitate implementation of promotional and digital initiatives (CLMs, VAEs, Newsletters …).
- ✓Ensure all in-field materials and tactics are aligned to drive momentum of strategic brand objectives.
- ✓Monitor promotional budget with the Brand managers to optimize effectiveness and efficiency.
- ✓Support the brand managers in the product life cycle plans.
- ✓Take accountability and responsibility for promotional related Brand Team activities and processes.
Financial Reporting & Analysis
- ✓Monthly closing – submission of Journal Entries (monthly accruals, payments, POs, SCs,
- ✓Update all final expenses detailed of capital expenditure (related to Promo).
- ✓Manual / urgent payments (request submission + follow up).
- ✓Follow up with approvals.
- ✓Calendar and promo/MAP follow up and update.
- ✓Promo MAP follow up and update.
- ✓Submit of document related to close out in MAP.
Brand Team Coordination
- ✓Follow-up on all the BU’s project on a weekly basis.
- ✓BT Meeting coordination.
IFT Point of contact
- ✓Ensure a close follow-up with the IFT on administrative tasks (T&E, Veeva, IT material, local Initiatives, MAP…), and ensure a close internal coordination with the relevant stakeholders.
- ✓Coordinate events preparation.
- ✓Archiving.
BUD support
- ✓Support the BUD on timely requests (T&E, travel arrangements, congress registration…)
Qualifications
- ✓University degree.
- ✓Experience as BU or Event Coordinator.
- ✓Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
- ✓Knowledge of office management systems and procedures.
- ✓Good Interpersonal skills& Customer service.
- ✓Excellent time management skills and the ability to prioritize work.
- ✓Proactive, Attention to detail and problem-solving skills.
- ✓Excellent written and verbal communication skills.
- ✓Strong organizational skills with the ability to multi-task.
- ✓Proficiency in English is a plus.
Key Stakeholders
Internal Stakeholders: GM, BUDs, Marketing manager, Brand managers, CEx, Sales Managers, IFT, Medical, Regulatory, Market Access, Finance, IT
External Stakeholders: Suppliers, travel agencies, Third Party (distributors)
AbbVie is an equal opportunity employer and is committed to operating with integrity, driving innovation, transforming lives and serving our community. Equal Opportunity Employer/Veterans/Disabled.
US & Puerto Rico only - to learn more, visit https://www.abbvie.com/join-us/equal-employment-opportunity-employer.html
US & Puerto Rico applicants seeking a reasonable accommodation, click here to learn more:
https://www.abbvie.com/join-us/reasonable-accommodations.html