1+ months

Administration Executive

Pfizer
Kuala Lumpur
**JOB DESCRIPTIONS**



Position Title : **Administration Executive**

Reporting To : Corporate Affairs Lead (Interim to Communications Lead)

Department : Corporate Affairs/Communication/Tender/Pricing/Market Access



**Job Introduction**

The Administrative Executive is responsible to provide secretarial and administrative support services to the Corporate Affairs Lead, Communications Lead, Tender Lead, Pricing Lead and Market Access Lead which are responsible to his/her needs and contribute to making his/her role effective. Ensure leaders and departments have the required resources/information to be able to function effectively.



**Role Responsibilities**

The incumbent reports to the Corporate Affairs Lead. This position provides administrative and secretarial support to the Corporate Affairs Lead, Communication Lead, Tender Lead, Pricing Lead and Market Access Lead. The primary responsibilities are to co-ordinate and schedule the leader's day-to-day activities, handle arrangements for special functions, compile data for special reports, preparing documents and communications as directed. Interfacing with internal staff on a variety of issues and in a variety of ways, and managing the details and documents of department meetings and any other adhoc request.



**DUTIES**

**1. ADMINSTRATIVE SUPPORT**



+ Meet with Leaders on a daily/weekly basis to provide administrative support

+ Follow-up information, compile reports and ensure timely submission

+ Initiate follow-up correspondence, draft routine letters/emails

+ Arrange meetings, travel arrangements/reservations



**2. SCHEDULES APPOINTMENT**



+ Maintains leaders calendar of appointments.

+ To confirm, cancel, reassign and schedule appointments

+ Obtaining necessary information for the appointment

+ Notifying the parties concerned, preferably via Outlook Calendar for internal appointment, detailing the necessary information such as venue, time, date and purpose of the appointment

+ To ensure the parties concerned are equipped and well prepared **3. TRAVEL**



+ Makes travel arrangements for leaders

+ Obtain requirements for the necessary details, information and documents are available for the trip

+ Enquire and liaise with appointed travel agent to obtain information pertaining to the travel arrangement such as travel itinerary, class of seats, air fare and visa.

+ Make arrangements for visa applications, hotel accommodation, reply meeting registration where applicable. **4. ORGANISE DEPARTMENT MEETING**



+ Assist in department meetings and agendas, as well as adhoc meeting

+ Make the necessary preparation by booking the meeting venue and other resources such as the LCD projector and computer notebook to ensure their availability on the day of meeting.

+ Setup meeting venue before the meeting to ensure the equipment and refreshment has been arranged.

+ Minute taking on during department meeting

+ Prepare minutes and timely distribution of the minutes upon confirmation by the Leaders



5. **SUPPORT ON SYSTEM SUBMISSION, ARIBA/INTERACT/MAPP/CLM**



+ Owner of the system support for create and submit requisitions for both goods and services, as instructed.

+ Create and submit request for payment and follow up on payment status.

+ Create account for new vendor in system when needed.

+ Initiate ACM/Interact for 3rd party transactions and ensure timely submission according to MAPP policy. Obtain necessary approval as required.

+ Support department on charitable and corporate sponsorship, respond/interact with NGO/Govt agencies/public & private universities/charitable bodies with regards to sponsorship requests.

+ Represent all departments as the Contract Lifecycle Management (CLM) Administrator specifically Tender contracts and Tender agent service agreements, ensure agreements upload in system in timely matter, assist on all agreements stamping and renewal services with proper filing.



**6. MONTHLY EXPENSES REPORT**



+ Prepare leaders monthly expenses report each month

+ Fast and accurate verification of department staff expenses claims ensuring timely submission for approval

+ Keep the original receipts for file



**7. MANAGING TELEPHONE CALLS**



+ Answers and screens all phone calls in a professional manner

+ Taking and relaying messages accurately

+ Manage and follow up on messages **8. CORRESPONDENCE**



+ Drafts letters, memo, faxes and send replies and correspondence when necessary

+ Open/Sort and timely distribution of incoming mails/documents

+ Ensure all outgoing mails are promptly attended to

+ Making arrangements to mail and courier

+ Circulate reading material



+ Design forms for the department

+ Prepare meeting presentation in PowerPoint **9. UPKEEP OF FILES AND DOCUMENTS**



+ Maintain department correspondence and documents with proper filing system (soft/hard copy) to ensure fast and easy retrieval of information.

+ Shreds all unnecessary confidential documents.

+ Coordinate and transfer of long storage/in-active documents to company appointed long storage company

+ Updates department organization chart when needed and ensure the updates to Human Resources with the contract staff agency **10. WORK ENVIRONMENT**



+ Up keeping departments area

+ Maintain a current list of key holders

+ Maintains/organize the materials in store, ensure cleanliness and tidiness of store



**11. NEW RECRUITS**



+ To coordinate with Human Resource for the vacancy in the department

+ To coordinate with the interview

+ Assist new colleague on boarding program and schedule appointment for intro session/briefing.

+ Ensure new colleague smooth on boarding with preparation of work station, business card, phone extension, necessary access and equipment ready when the new recruits report to work. **Qualifications**



+ Diploma in Admin or Secretarial/Degree holder preferably with administration background.

+ Minimum 3 years work experience with in a high-level administrative support role.

+ Strong MS Office skills.

+ Able to multitask, detail oriented and proactive.

+ Strong interpersonal skills and able to work in cross functional team.

+ Commitment to confidentiality and security of information at all times.

+ Ability to work independently under minimum supervision.

+ Ability to work under pressure to tight deadlines and to deliver a range of projects at one time.

+ Mature attitude, prepared to work flexibly and takes responsibility for own actions at appropriate level.

+ Good written and oral communication skills in English and Bahasa Malaysia.



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

Categories

Posted: 2019-09-05 Expires: 2020-02-08

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Administration Executive

Pfizer
Kuala Lumpur

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