Job description

Company Description

About AbbVie

AbbVie's mission is to discover and deliver innovative medicines and solutions that solve serious health issues today and address the medical challenges of tomorrow. We strive to have a remarkable impact on people's lives across several key therapeutic areas including immunology, oncology and neuroscience - and products and services in our Allergan Aesthetics portfolio. For more information about AbbVie, please visit us at www.abbvie.com. Follow @abbvie on LinkedIn, Facebook, Instagram, X and YouTube.

Purpose Statement:

Responsible for administrative support of Marketing, Sales, Market access & Medical functions: Logistic management of all promotional and non-promotional meetings, main point of contact with advertising agencies, preparing reports and maintaining appropriate filing systems, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating or modifying business documents, preparing presentations from source materials, acting as a liaison for remote access issues.

Implement & monitor assigned promotional campaigns & collaborate with CEx team on digital activities.

Major Responsibilities:

Supplier Relationship, purchasing & Events Management

• Responsible and accountable for initiating, pre-executing, and closing out the Master Approval Process (MAP) in a process-related role. Also responsible for gathering and ensuring all required documentation complies with company policies, legal requirements, and ethical standards.
• Organizes large to medium size events for the BU targeting internal and external audiences (e.g. sales team, brand team, scientists, physicians, etc.), for Gulf levant.
• Negotiation of tariffs with suppliers.
• Preparation of vendors contracts and ensure all signatures, preparation HCP/HCO agreements and letters, ensure print and signature.
• Prepare honorarium fees of consultants and service providers (Promo event and Medical)
• Provide direct PTP support across functional for processing shopping carts, ACRs and Payments.
• Maintain SC/PO daily Log. Reconcile and update (uplift) PO and Invoice received before payment execution.
• Posting vendors invoices -monthly records proofs of payments:
• Provide the update POs for closing.
• Manage all the booking, transfers, transportation for the events organized and follow up with travel agencies for flights details, congress accommodation and registration.
• Provide detailed costing and comparative offers for different demand and as needed
• Tracking vendors invoices.
• Ensure and organize promo projects.
• Coordinate with the external agencies the Promotional material from preparation till reception.
• Develop and implement innovative marketing tactics and digital multi-channel opportunities in collaboration with marketing and CEx teams.
•  Work collaboratively with other functions (medical, sales and CEx team etc.) to facilitate implementation of promotional and digital initiatives (CLMs, VAEs, Newsletters …).
• Ensure all in-field materials and tactics are aligned to drive momentum of strategic brand objectives.
• Monitor promotional budget with the Brand managers to optimize effectiveness and efficiency.
• Support the brand managers in the product life cycle plans.
• Take accountability and responsibility for promotional related Brand Team activities and processes.

Financial Reporting & Analysis:

• Monthly closing – submission of Journal Entries (monthly accruals, payments, POs, SCs,
• Update all final expenses detailed of capital expenditure (related to Promo).
• Manual / urgent payments (request submission + follow up).
• Follow up with approvals.
• Calendar and promo/MAP follow up and update.
• Promo MAP follow up and update.
• Submit of document related to close out in MAP.

Brand Team Coordination:

• Follow-up on all the BU’s project on a weekly basis.
• BT Meeting coordination.

IFT Point of contact:

• Ensure a close follow-up with the IFT on administrative tasks (T&E, Veeva, IT material, local Initiatives, MAP…), and ensure a close internal coordination with the relevant stakeholders.
• Coordinate events preparation.
• Archiving.

BUD support:

• Support the BUD on timely requests (T&E, travel arrangements, congress registration…)

Qualifications:

• University degree.
• Experience as BU or Event Coordinator.
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
• Knowledge of office management systems and procedures.
• Good Interpersonal skills& Customer service.
• Excellent time management skills and the ability to prioritize work.
• Proactive, Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to multi-task.
• Proficiency in English is a plus.

Key Stakeholders:

Internal Stakeholders: GM, BUDs, Marketing manager, Brand managers, CEx, Sales Managers, IFT, Medical, Regulatory, Market Access, Finance, IT

External Stakeholders: Suppliers, travel agencies, Third Party (distributors)

AbbVie is an equal opportunity employer and is committed to operating with integrity, driving innovation, transforming lives and serving our community. Equal Opportunity Employer/Veterans/Disabled. 

US & Puerto Rico only - to learn more, visit https://www.abbvie.com/join-us/equal-employment-opportunity-employer.html

US & Puerto Rico applicants seeking a reasonable accommodation, click here to learn more:

https://www.abbvie.com/join-us/reasonable-accommodations.html

Preferred candidate

Nationality

United Arab Emirates