Administrative Coordinator

3 weeks ago

Sydney, New South Wales, Australia Vertex Full time

Job Title: Administrative Associate

Job Summary:

We are seeking an experienced Administrative Associate to provide administrative support for the Commercial functions in Australia and New Zealand. This role plays a critical part in ensuring the effective and efficient maintenance of departmental processes, procedures, and programs. The successful candidate will interact with internal colleagues and external stakeholders, including healthcare professionals and vendor agencies.

Key Responsibilities:

  • Provide administrative support to the Commercial functions, including coordination of day-to-day activities that lead to the completion of projects and tasks
  • Manage processes for engagement with external parties (vendors and healthcare professional customers), including contract preparation and execution, vendor setup, service agreement preparation, purchase order requisition, and completing 'after event' reconciliation
  • Coordinate calendars and schedule meetings for the Commercial functions, administer key regular meetings, and take minutes
  • Manage purchasing processes for all agreements for vendors and sponsorships, track fees and invoices against PO, and plan in Operational Expenditure tracker
  • Coordinate the administration of sponsorships undertaken by the Commercial team, including steering through internal approval processes and execution with external stakeholders
  • Manage logistics for internal and external Sales and Marketing-led events, including cross-functional team meetings, advisory board meetings, educational meetings, and local congresses
  • Liaise with relevant international colleagues to carry out specific functions

Requirements:

  • Excellent organisational skills that reflect ability to perform and prioritise multiple tasks with accuracy and attention to detail
  • Ability to solve problems and find solutions independently
  • Proficiency in MS Word, MS Excel, MS Outlook, and MS PowerPoint
  • Versatile multi-tasker, comfortable in a fast-paced environment working on time-sensitive matters
  • Effective interpersonal skills and the ability to build relationships with stakeholders, including team-mates, international colleagues, external vendors, and customers
  • Strong written and verbal communication skills and demonstrated high proficiency for correct spelling, grammar, tone, and syntax
  • Possess strong integrity and takes initiative to get tasks done, proactively tracks status of projects, and solves problems to keep projects moving forward
  • Is curious; open to and seeking to learn new things

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