Executive Assistant & Distribution Management Specialist
Bayer Healthcare
Total years of experience :19 years, 3 Months
Executive Assistant:
*Supporting the Country division Head- Gulf and several mid-management direct reports.
*Responsible for managing the day-to-day administration duties.
*Providing Minutes of Meetings with the proper follow up.
*Coordinate all International/Domestic travel and accommodations.
*Manage calendars and coordinate meetings.
*Arrangement and execution of the events.
*Prepare and reconcile expenses and submit for approval each month.
*Compile updates from several sources to create the monthly report and uploaded on the Share point.
*Manage the holistic process for the expenses Debit notes including: receipt, review, compiling supportive documents, cost centers and PO submission to finance.
*Implemented file room organization and supervised clerk file.
*Assist with employee on boarding by assigning office space, obtaining network access and equipment.
Distribution Management:
*Proposing solutions to increase the efficiency of the cost reimbursement debit notes processing by reducing the total yearly number of debit notes.
*Implementation of the approved solution by onboarding the distributors and the commercial team about the new process.
*Ensuring the full implementation of the contract registration on CLMS system.
*Handling the production & finalization of all documents requested from the distribution management function including drafting, signing & legalization whenever required e.g. Appointment letters
*Supported the CEO in addition of the Direct Report’s Managers.
*Responsible for segregating the day-to-day correspondence and emails.
*Organizing the electronic calendar and managing the department’s administration issues.
*Coordinate the travel and accommodation.
*Utilized my Microsoft Office skills to create slides, documents and reports.
*Coordination with vendors for the special event’s arrangement.
*Supported the Head of Legal for maintaining confidential emails and files.
*Managed calendars, coordinated travels and scheduled meetings.
*Drafted routine documents such as motions, briefs, and memorandum.
*Maintained paper and electronic files.
*Planned and managed the day to day Chairman’s office.
*Responsible for the arrangements and preparation for board meetings.
*Attended meetings to take minutes and the typing of minutes to be sent out.
*Proactively liaised with the HR all stages of recruitment, selection process to interviewing.
*Addressed and resolved customer complaints in a professional and timely manner.
*Supervised the office staff.