Executive Assistant

2 weeks ago

Ho Chi Minh City, Vietnam Công ty TNHH Bayer Việt Nam Full time

**Mô tả công việc**:
(Mức lương: Thỏa thuận)

Purpose:
The position has the responsibility:

- Ensure secretaries tasks for Country Division Head and

Other business Divisions of Bayer are operated smoothly and efficiency.
- Provide high quality of services to support business growth and

moving faster

Key Duties:
1. Ensure secretarial tasks for Country Division Head/Managing
- Director (CDH/MD), Divisional Leader team (DLT - PH), Department Head and Pharmaceuticals Divisions are operated smoothly and efficiency.
- Assist MD/CDH as PA role and support DLT, Department Heads (including CE) & BUH's daily secretariat tasks such as payments, contact, arrange meeting.
- Schedule travel and meetings for MD, DLT, Department Heads & BUHs (facilitate full process of schedule meeting, book hotel, air, coordinate with stakeholders follow..liquidate the business trip )
- Coordinate with Regional team (PH & BVL) in support for Guests visit to Vietnam (visa, hotel, other logistic...)
- Lead Business National conference..with Divisions project teams as per Assignment
- Prepare New hire onboarding calendar for Bayer and Talentnet and FLM in Phyto as requested & & request New hire's facilities: name card.

2. Ensure MKT & Field Force activities in accordance to company guidelines for RAD
- Ensure Marketing activities are aligned with company SOP and send to related requesters on time.
- HCP’s Honorarium for MKT and FF
- Get approval from a system: CLMS. And submit to related departments to get written approval signature (BUH/CCO/Medical) & then stamping before sending to Requestors.
- Prepare & check to ensure all supporting documents for payment to HCPs and other vendors. Ensure sending request payment on time to vendors and HCPs.
- Receive from FF, Check, create related forms and get fully approval signature, stamp and hand to Centre Invoice Receiver
- Update and feedback progress to related teams in terms of providing good quality of services
- Collect all pre-approval documents, follow up with requesters/team to have PO before activities happening, post evaluation of activities: store all share drive.
- Sponsorship requests from FF & MKT (RAD):

- Check all supporting documents from FF, MKT as per guidelines
- Prepare sponsorship document via 2 systems CLMS, Salesforce & get approval signature from authorized management teams.
- Record, Stamp before sending to requestors. Then proceed payment after receiving back with fully written acceptant documents).
- Preparation documents of Group meeting for FF & MKT (RAD):

- Receive plan of group meeting with BST, Moderator, facilitate process and prepare documents, send to related departments as guidelines.
- Other HCP, Marketing events/ activities as assignment
- Logistic preparation in symposium for Doctors/ Pharmacists (RAD)
- Prepare symposium license submission document: fill in template, print all related documents, stamp and submit for approval, follow up SOH's feedback/ comments for revision.
- Follow up for printing materials, gimmicks/ Product brochure allocation and delivery.
- On field support for logistic support upon requested.
- Semiannual review of HCP evaluation (RAD): Be responsible for monitoring, controlling, consolidating of HCP evaluation report (twice time yearly), and submit for approval
- Annually get VAT Invoice for HCPs service engagement (RAD):

- Contact with HR Bayer of Phyto accountant to get VAT invoice and send to stakeholders (FF & MKT)
- Gimmick request & control (RAD): Received the proposal approved & details from PM, will raise PR, follow with Procurement to create PO.
- Coordinate with Supplier, Warehouse team, PM to receive goods & proceed payment accordingly. Allocate gimmicks, POSMs as per request.
- Accrual budget monthly and quarterly basic, phasing P&I and alert to key stakeholders, send P&I report, create shopping cart after preapproval signed (RAD)
- Ensure input documents and data on system on time
- Input, check and provide required information, document, data on company’s system as per activity and event.
- Ensure quality of transaction on system, update to requesters the progress to better planning and preparation
- Collaborate with related stakeholders and department to improve or simplify working process.

3. CE &HR related Training tasks

Logistic for HR, CE Training:

- Take charge for venue for on site, meeting booking (send invitation) for online, Tea-break If required, Speaker agreement (almost through Bayer)
- Travel and accommodation booking by working with BCD and Regional
- FF Manager, cost charge for CE
- Create PO through myEvent as requirement (company policy)
- Recording virtual meeting as per requirement (IT4U)

Support for training material creation
- Hand-out: raise PR/PO, send request to vendor.
- Arrange meeting room and inform to requester and vendor for video training record.
- All these tasks are non-exhaustive, and more or less can be added or deleted as the Company requires and evolves.

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