Business support specialist

For Abbott Electrophysiology Division (EP) we are looking for a Business Support Specialist to join our marketing team in Slovakia.
The position will have direct report line to General Manager EP CEE to provide administrative and project assistance to the EP Division.
His/her duties include general administrative tasks and coordination which aid in the smooth running of the division as well as providing administrative aid to the managers and staff.
MAIN RESPONSIBILITIES:
Administrative & marketing support
• Provide administrative support to CEE region
• Performs administrative and incidental administrative functions such as preparing correspondence, answering telephones, maintaining files and supplies, keeping appointment calendar, compiling and preparing regular and special reports, and other tasks as necessary
• Draft distributors agreements and work with sales & marketing & legal on the contents and approvals
• Develop strong acquaintance to ABT policies in terms of:
Contracts: Distributors, HCPs, Third parties
Activities as Trainings & Workshops, and all documentations in line with compliance requirements and policies.
• Works on Microsoft Office Suite, and use of other business-specific software, including the Corporate Travel website, and employee performance management systems (as applicable). Coordinates new employee office set-ups and on-boarding.
• Provide basic HR transactional services, such as contact person towards Insurance companies, payroll provider for information on holiday tracking. Escalate to HR Business partner when necessary.
• Schedules and coordinates meetings; initiates and follows up on all hotel and travel arrangements; prepares itineraries.
• Handles all confidential correspondence and inter-company communications.
• Facilitates general inter-departmental communications and interfacing.
• May provide training and orientation to new staff.
• Support CEE finance team with invoices and accounting information’s on ad-hoc basis
Conferences, marketing/education events & activities
• Work with GM & marketing Manger to execute the yearly marketing activities/budget
• Include support for tracking Marketing budget expenditures for the CEE region. Opex bottom up files to be updated on a monthly basis.
• Providing the accruals information of activities to finance in a timely manner
• Work closely with vendors to highlight products, acquire appropriate meetings space and manage attendee registration.
• Develop communications to the field, management, and attendees to ensure companywide awareness of the event.
• Manage the planning and supervision of all outside contractors to include installation and dismantle labour, trucking, arranging of utilities needed on-site, cooperation and communication with the association sponsoring the event.
• Serve as liaison with healthcare societies ensuring strategic alliances and corporate relationships are generated and sustained in a professional manner. After event, provide proper and timely payment of invoices, charge backs, lead generation and complete event report.
• Make sure to execute each event in advance to ensure success

YOUR BACKGROUND:
• Bachelor’s degree in Marketing, Economy, Public Relations, Journalism, Advertising, Communications, English or equivalent.
• 3-5 years of progressively more responsible work experience in the field of conventions and event planning preferred in the industry of medical device, pharmaceutical, healthcare, IT or another similar field.
• 2-3 years of experience managing vendors/contractors
• Fluent (spoken and written) in English and the local office language
• Previous experience using Microsoft Outlook and the demonstrated ability to use Outlook Scheduler.
• Advanced knowledge working with Microsoft Office (Word, Excel, PowerPoint) and having analytical capabilities
• Experience working in a broader enterprise/cross-division business unit model preferred.
• Ability to work in a highly matrixed and geographically diverse business environment.
• Ability to work within a team and as an individual contributor in a fast-paced, changing environment.
• Ability to leverage and/or engage others to accomplish projects.
• Strong verbal and written communications with ability to effectively communicate at multiple levels in the organization.
• Multitasks, prioritizes and meets deadlines in timely manner.
• Strong organizational and follow-up skills, as well as attention to detail.
• Ability to travel approximately 10%.
• Ability to maintain regular and predictable attendance
• Team player within a matrix organization design

CV in English