Administrative Associate

4 months ago

Sydney, Australia Vertex Full time

Job Description

General Summary:

The Administrative Associate provides administrative support for the Commercial functions in Australia and New Zealand. This position plays an important role ensuring the effective and efficient maintenance of departmental processes, procedures and programs. Interaction is with internal colleagues as well as external stakeholders including healthcare professionals and vendor agencies. The role requires flexibility and ability to multi-task, working at fast pace on time-sensitive matters while ensuring high attention to detail.

Key Duties and Responsibilities:

  • Provide broad 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 set up, service agreement preparation, purchase order requisition, and completing ‘after event’ reconciliation. These processes will be completed in a variety of software systems.
  • Coordinate the calendars and schedule meetings for the Commercial functions. Administer key regular meetings (drafting agendas, attending meetings and taking minutes): Marketing Meeting, Sales & Marketing Teleconference, Operational Leadership Team meeting. 
  • Manage the purchasing processes for all agreements for vendors and sponsorships. Track fees and invoices against PO and plan in Operational Expenditure tracker. Ensure POs closed out at end of month.
  • Coordinate the administration of sponsorships undertaken by the Commercial team. This includes steering through internal approval process and execution with external stakeholders, liaising with internal colleagues for budget documentation, and execution of contracts and after-event reconciliation and documentation. Reporting of value exchange internally and where required, externally.
  • Manage logistics for internal and external Sales and Marketing-led events (domestic and international) including cross-functional team meetings, advisory board meetings, educational meetings and local congresses. Sourcing venues, coordinating catering, organising parking, transfers. Provide assistance with staff travel arrangements and expenses.
  • Coordinate inventory management of sales materials.
  • Liaise with relevant international colleagues to carry out specific functions.

Knowledge and Skills:

  • Excellent organisational skills that reflect ability to perform and prioritise multiple tasks with accuracy and attention to detail
  • Ability solve problems and find solutions independently
  • Proficiency in MS Word, MS Excel, MS Outlook, 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 in medical and legal functions, 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

  • Fund Administration Associate

    7 months ago

    Sydney, Australia AllianceBernstein Full time

    Company Description As a leading global investment management firm, AB fosters diverse perspectives and embraces innovation to help our clients navigate the uncertainty of capital markets. Through high-quality research and diversified investment services, we serve institutions, individuals, and private wealth clients in major markets worldwide. Our ambition...

  • School Administrative Manager

    2 months ago

    Sydney, Australia NSW School Administrative and Support Full time

    **Position Information**: The NSW Department of Education provides, funds and regulates education services for NSW students from early childhood to secondary school, delivering world-class education through its public schools and providing funding support to non-government schools. We employ, develop and support teachers, leaders and other staff to deliver...

  • Administrative Associate

    4 months ago

    Sydney, Australia Vertex Pharmaceuticals Full time

    Job Description General Summary: The Administrative Assistant provides office/business support to department and generally reports directly to a(n) Associate Director, Director or Senior Director-level manager. Key Duties and Responsibilities: - Schedules meetings, secures conference rooms and orders catering for assigned personnel - Serves as a...

  • School Administrative Manager

    1 month ago

    Sydney, Australia NSW School Administrative and Support Full time

    **Position Information**: The NSW Department of Education provides, funds and regulates education services for NSW students from early childhood to secondary school, delivering world-class education through its public schools and providing funding support to non-government schools. We employ, develop and support teachers, leaders and other staff to deliver...

  • School Administrative Manager, Level 3

    7 months ago

    Sydney, Australia NSW Government -School Administrative and Support Full time

    **Position Information**: The NSW Department of Education provides, funds and regulates education services for NSW students from early childhood to secondary school, delivering world-class education through its public schools and providing funding support to non-government schools. We employ, develop and support teachers, leaders and other staff to deliver...

  • School Administrative Manager, Level 3

    6 months ago

    Sydney, Australia NSW Government -School Administrative and Support Full time

    **Position Information**: The NSW Department of Education provides, funds and regulates education services for NSW students from early childhood to secondary school, delivering world-class education through its public schools and providing funding support to non-government schools. We employ, develop and support teachers, leaders and other staff to deliver...

  • School Administrative Manager

    7 months ago

    Sydney, Australia NSW Government -School Administrative and Support Full time

    **Position Information**: The NSW Department of Education provides, funds and regulates education services for NSW students from early childhood to secondary school, delivering world-class education through its public schools and providing funding support to non-government schools. We employ, develop and support teachers, leaders and other staff to deliver...

  • Corporate Law Associate

    1 month ago

    Sydney, New South Wales, Australia Kaleidoscope Legal Recruitment Full time

    Job OverviewWe are seeking a Corporate Law Associate to provide administrative support to our team. This is an exciting opportunity to work in a dynamic environment and be part of a leading national commercial law firm.About the RoleThe successful candidate will be responsible for managing all administrative aspects of client files, including diary...

  • Judicial Support

    3 weeks ago

    Sydney, Australia Federal Court of Australia Full time

    $80,341 to $87,572 per annum plus 15.4% superannuation - Ongoing and non-ongoing; full-time and part-time - Sydney and Melbourne **Position Overview** We are recruiting for a number of upcoming and potential vacancies to support the effective operation of chambers within the Federal Court of Australia. Judicial Support positions include: - Associate...

  • Lease Administration Associate

    3 months ago

    Sydney, Australia JLL Full time

    JLL supports the Whole You, personally and professionally. Shaping the future of real estate for a better world. At JLL, we see a Brighter Way forward for our clients, our people, our planet, and our communities. With over 200 years of real estate experience, we are, and always have been, in continual pursuit of brighter ways of working. We bring to life see...

  • Lease Administration Associate

    7 months ago

    Sydney, Australia JLL Full time

    JLL supports the Whole You, personally and professionally. Shaping the future of real estate for a better world At JLL, we see a Brighter Way forward for our clients, our people, our planet, and our communities. With over 200 years of real estate experience, we are, and always have been, in continual pursuit of brighter ways of working. We bring to life see...

  • Associate Oracle Database Administrator

    1 month ago

    Sydney, Australia FIS, Inc. Full time

    Associate Oracle Database Administrator Are you curious, motivated, and forward-thinking? At FIS you'll have the opportunity to work on some of the most challenging and relevant issues in financial services and technology. Our talented people empower us, and we believe in being part of a team that is open, collaborative, entrepreneurial, passionate and...

  • Lease Administration Associate

    6 months ago

    Sydney, Australia JLL Full time

    JLL supports the Whole You, personally and professionally. Shaping the future of real estate for a better world. At JLL, we see a Brighter Way forward for our clients, our people, our planet, and our communities. With over 200 years of real estate experience, we are, and always have been, in continual pursuit of brighter ways of working. We bring to life...

  • Administrative Services Clerk

    4 months ago

    Sydney, Australia Police Association of NSW Full time

    The Administrative Services Clerk is a vital role in our small Administrative team. Tasks include assisting with daily office functions such as greeting customers, preparing mail outs, maintaining supplies, managing trades and accounts receivable. The role also requires attention to detail whilst working closely with our membership database ensuring data...

  • Associate Database Administrator

    3 weeks ago

    Sydney, Australia Cuscal Full time

    Job DescriptionWe are looking for an Associate Database Administrator to join our Data Team to support the performance, integrity, and security of the organization's databases. What is this role about?In this newly created role it involves implementing, maintaining, and optimizing databases to ensure their availability, efficiency, and scalability. Also...

  • Operations Associate

    7 months ago

    Sydney, Australia Novartis Full time

    395245BR **Operations Associate**: Australia **About the role** Internal Role Title: Operations Associate Location: Sydney, Australia #LI-Hybrid About the Role: Join us in our mission to make a positive impact on millions of lives around the world. At Novartis, we are dedicated to finding innovative solutions to common diseases and providing hope to those...

  • Associate

    2 weeks ago

    Sydney, Australia Human Rights Watch Full time

    **PART-TIME JOB VACANCY** **ASSOCIATE** **Development and Outreach Department** **Sydney Office** **Deadline: January 5, 2025** The Development and Outreach Department of Human Rights Watch (HRW) is seeking a part-time Associate who can provide the administrative assistance in our fundraising and outreach efforts in Australia. The Australia Devlopment Team...

  • Legal Associate

    6 months ago

    Sydney, Australia Federal Court of Australia Full time

    **Position Overview** Legal associates assist with researching cases, points of law, preparing matters for hearing including other related matters for first instance judges and of the Court. Legal associates are responsible for providing assistance to judicial officers during court hearings and other administrative support to judges, as required. In...

  • Administrator

    6 months ago

    Sydney, Australia Perpetual Limited Full time

    Perpetual Private is seeking an Administrator to work alongside our Financial Advisers providing effective administration support and thrives working in a fast-paced environment. This exciting opportunity is based in our state-of-the-art offices in Sydney CBD. We offer a hybrid working environment with flexible working of part time, 4 days per week or a...

  • Associate

    2 months ago

    Sydney, Australia Fragomen Full time

    Job Description Fragomen is the world’s leading single-focus provider of immigration guidance and support, backed by the best resources in the immigration services industry. The firm has more than 60 offices and over 6,000 employees located in key commercial centres throughout the Americas, EMEA and Asia Pacific. Fragomen offers immigration support in...