General Manager Assistant At Sanofi Genzyme | Administration Vacancy
KEY RESPONSIBILITIES AND DUTIES:
Provide Sanofi Genzyme GM with all the needed administrative support:
Schedule appointments and coordinates arrangements for meetings & conferences
Organize & maintains files of GM correspondences, records, etc. following up on pending matters.
File and retrieves records and correspondence. Keep sensitive material in confidence.
Handling correspondences (in/out faxes, e-mails, ….etc.)
Developing & following up the filing system.
Receives and assesses incoming and outgoing mails, responds directly on routine matters, directs elsewhere or puts forward to the executive where necessary, first obtaining supporting information from relevant departments.
Ensure general administrative support to the team.
Manage all monthly meeting /kick of meeting for whole GBU
Initiate and follow-up of expenses in relation with the budget
Creates and maintains good and friendly relationships with all associates.
Take minutes of meetings.
Ordering the required stationary items to keep available stock for the office needs.
Preparing presentations upon request
Marketing and Sales support;
Support in some marketing activities as yearly promotional cycle plan in addition to business and promotional activities and ensure that it’s in accordance with compliance standards and internal policies and procedures
Coordinating between the GBU team & other departments in order to support & facilitate their relevant requests
Support the launch of new products when available in managing all logistics and administrative tasks
Following up all OTPs, PRs, Repair orders, expense sheets,…etc.
Support in manage working relationships with promotion agencies and other service providers
Initiating and finalizing all E-BUY and MY-COMET requests (Staff / group/expert meetings & Standalones) with a clear following up on approval cycle.
Involve in organizing symposia and congresses.
Coordinate and support with C&E team for any event or congress for the Specialty GBU.
Handling all visits logistics from bookings, reservations, and communicate with the relevant stakeholders to take the necessary action for applying safety standards.
COMPLIANCE TO LAW AND COMPANY PROCEDURES
Manage, control and coordinate operations and procedures, in order to ensure they are being performed in accordance with the legislation in force.
Abide by the requirements of the internal Code of Ethics including but not restricted to maintaining high professional standards of conduct in line with the Company procedure with a duty of care to the reputation of the Company
Takes personal accountability to use personal experience and knowledge, as well as the training and tools provided by Sanofi, to maintain a good knowledge and understanding of all ethics and governance relevant to the role (Sanofi Policies and Procedures and any relevant legal requirements) and demonstrate personal leadership in applying these to all work undertaken.
Escalates any decisions, or seek the support of colleagues or management if personal knowledge and understanding is not at the level required to carry out any part of the role
Environmental and Safety Leadership
To care for his/her own safety and wellbeing and the safety of others, and to co-operate with the company to ensure a safe place of work. Employees are therefore expected to:
Support and conform to Company safety rules and procedures to ensure a safe and healthy working environment
Report any accident, incident or near miss, whether it be of personal injury or property damage
Thoroughly read all safety documentation issues by the Company and comply with its requirements. Escalate any doubts or uncertainties to their supervisor and / or manager.
Perform other duties as assigned.
Respect of company’s values, code of ethics and social charter.
Respect of personal data protection charter.
Responsible for applying the HSE related requirements for the company in all related working procedures.
JOB-HOLDER’s ENTRY REQUIREMENTS:
BA or BS University degree
+3 years of relevant experience in administrative or event management position
Computer skills must include working knowledge of Excel. PowerPoint, Word and Outlook
Advanced English, French is preferable
Confidentiality and discretion on all matters
Strong communication and interpersonal skills
Organization, planning, punctuality and respecting deadlines
Strong sense of teamwork
Determination and persistence.
Autonomy on the scope of responsibility
Capacity to follow different issues at the same time.
Company values advocate
Influential skills with solutions-oriented mindset
Capable of working in a matrix organization and managing many tasks at a time
Stretch to go beyond the level we have operated at up until now.
Take action instead of waiting to be told what to do.
Act in the interest of our patients & customers.
Put the interests of the organization ahead of my own or those of our team.