|
CORE JOB RESPONSIBILITIES
|
|
Executive Assistant
|
|
·
|
Managing Country Manager’s calendar, coordinating meetings, tracking follow‑ups, sending team emails on behalf of leadership, and flagging important emails requiring timely action.
|
|
·
|
Ensuring smooth day‑to‑day operations for the CM, handling tour bookings, reimbursement filings, and maintaining organized documentation and group mail IDs for the SH team.
|
|
·
|
Liaising with internal functional partners to support Structural Heart operations and ensure seamless execution across teams.
|
|
·
|
Managing and assisting with leadership-related initiatives and ensuring team alignment and regular communication.
|
|
GPAS Management:
|
|
·
|
Coordination with BCC and team members for preparation of relevant OEC documents before conducting an event (like sponsorship request forms, scope of sponsorship letters, honorarium request forms and professional agreements)
|
|
·
|
Managing GPAS System requests and approvals for all events and collecting the necessary supporting documents.
|
|
·
|
Seeking appropriate approvals from higher authorities
|
|
·
|
Work along with the Franchise Marketing managers to maintain and file all original approved documents along with brochures etc. also maintaining soft copies of all the events and creating index on excel file for tracking
|
|
Arranging for Meetings and Conferences:
|
|
·
|
Coordinate with Travel desk to make necessary arrangements and support for conducting / attending business meetings by team members and physicians
|
|
·
|
Managing travel arrangements including Ticketing / Visa / Insurance & Forex where applicable (for EMAK LT members)
|
|
·
|
Coordinate with Travel desk for cab arrangements (airport / station transfers) related to events and EMAK LT Members
|
|
·
|
Coordinate with Travel desk for Hotel booking and hospitality arrangements related to events and meetings
|
|
·
|
Managing transfer of demos and simulators for conferences and Product trainings
|
|
·
|
Management of logistics for all training / meeting / promotional materials
|
|
Vendor Management & Payments:
|
|
·
|
Understanding the company policy regarding vendor management and explaining it to the vendors
|
|
·
|
Coordinating with finance team to release vendor’s payments on time
|
|
·
|
Ensure timely submission of expense reports for Country Manager and National Sales Managers
|
|
Timely submission of year end Accruals with supporting documents:
|
|
·
|
Work with BCC and Team members to submit year-end accruals along with supporting documents on time
|
|
·
|
To follow up with the teams for accruals and supporting documents and collating all the details before submission
|
|
·
|
Coordinating with various vendors to get their outstanding statements on time and segregating it according to the cost centres
|
|
·
|
Ensure timely submission of all relevant documents for vendor payments and timely disbursements.
|
|
Office Management & Corporate Administration:
|
|
·
|
Facility management, which includes office maintenance, fulfilling stationery requirements, housekeeping and security maintenance, pantry requirements, handling petty cash, inventory of companies’ fixed assets, maintenance of all electronic equipment’s and pest control
|