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Administrative Assistant


Johannesburg, GP 2146
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Job Details

**POSITION TITLE:** **Administrative Assistant**


**LOCATION:** Johannesburg, SA

**REPORTS TO POSITION TITLE:** Marketing Manager: PEH South Africa


To provide comprehensive operational and administrative support to the PEH Marketing team


+ **Operational Management**

+ PEH Annual Calendar: all key events including leads and for all congresses and meetings

+ Develop meeting tracker for all meetings locally and all international congresses to clarify roles and responsibilities

+ **Promotional Material Management**

+ Develop an annual filing system for promotional materials

+ Manage the distribution process for material and ensure PSR's receive timeously as per sales cycles

+ Promotional material storeroom access and management to drive efficiencies

+ **Financial Management**

+ All requested purchase orders and invoice payments to be reviewed and aligned to the SOPs excluding MAPP

+ Invoice reconciliation to be checked with submitting manager before submitting for payment

+ Invoices timeously submitted to Finance for processing

+ Purchase orders raised from The Financial Ariba System as per the signed cost estimates, and accurate purchase order number faxed to the vendor

+ Purchase Orders tracker updated as required for BU

+ File all the hardcopy documents for all purchase orders and invoice payments made

+ Print outs from the Financial E1 system printed out on a monthly basis and reconciled against our spreadsheet

+ Anomalies on budget identified and queried with Finance

+ Strong partnerships with Finance and Procurement team to improve cross functional working

+ **Correspondence/ communication management**

+ Telephones answered professionally and calls appropriately directed

+ Mail/Information correctly and promptly distributed within department

+ Correspondence appropriately answered where required

+ **Administration management**

+ Individual stationary ordered and distributed to the team,

+ Filing and administration system for self and team developed and accurately maintained

+ SharePoint management and tracking to ensure optimal usage

+ **Meeting management**

+ Support for major PEH Marketing events

+ Assisting Marketing team with travel arrangements, VISA embassy appointments and ensuring readiness of travel documents prior to departures

+ Effective handling of queries

+ Telephonic requests and queries from external customers/vendors and patients effectively managed

+ Queries escalated to appropriate level as required

+ Regular follow up conducted on all queries and requests


+ Matric

+ Business Administration tertiary qualification will be an advantage

+ 3-5yrs senior administrative experience

+ Administrative experience supporting senior management and directors

+ Microsoft Office suite


+ Information Resources

+ Communication Techniques

+ Excel expertise

+ Cross functional teamwork

+ Competence in "Challenging Conversations"

+ Business Acumen


Demonstrates Business Acumen - Knows how businesses work; knowledgeable in current and possible future policies, practices, trends, technology, and information affecting his/her business and organization; knows the competition; is aware of how strategies and tactics work in the marketplace.

Seizes Accountability - Takes personal accountability for outcomes. Thrives on increasing levels of responsibility by confidently taking actions to move the business forward, even when decisions are shared or ambiguous.

Self Awareness - Recognizes own strengths, limitations, and personal motivations. Actively seeks feedback and knows one's impact on others. Acts with authenticity and ego maturity.

Commits to "One Pfizer" - Puts Pfizer's business interests first. Invests in the success of the whole by aligning across boundaries. Recognizes that what is "best" for own division, function, or department may require modification to ensure alignment with what's best for Pfizer overall.

Pfizer is an equal opportunity employer and complies with all applicable equal employment opportunity legislation in each jurisdiction in which it operates.
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