Executive Assistant

Job Description

Company Introduction

Job Responsibilities and Duties

• Provide structured administrative and operational support to Business Managers and Business Manager Associates;
• Create and issue purchase orders as directed and coordinate with suppliers accordingly;
• Inform the Sales Team of newly received stock and support stock coordination processes;
• Raise invoices and debit notes as instructed, ensuring approved copies are forwarded to the Accounts Department;
• Prepare sales reports, supplier claims, and debit notes, and maintain accurate sales and order forecasts;
• Conduct sales analysis and support the preparation of management and operational reports;
• Assist in the tendering process, including updating spreadsheets, maintaining documentation, and invoicing CPSU orders;
• Support product recall processes and assist with communications to Healthcare Professionals when required;
• Record incoming faulty equipment for servicing, liaise with stores for replacements, and communicate outcomes to relevant stakeholders;
• Verify incoming products against registration details and prepare repackaging documentation, including the creation of purchase orders for overprinting and over-labelling in line with Repackaging Specification Sheets;
• Maintain accurate tracking of stock in relevant internal spreadsheets and systems;
• Monitor and record brand-related expenses for budgetary control purposes;
• Take minutes during scheduled Sales Meetings as required;
• File and maintain Release of Stock documentation for Pharma and Consumer brands;
• Compile and submit Product Specialists’ monthly reports, including updating the system for samples;
• Manage and process sample requests;
• Coordinate mailings and communications to doctors and pharmacies relating to product launches, recalls, questionnaires, and promotional events;
• Assist in the preparation of marketing and promotional materials;
• Update internal calendars, including leave schedules where required;
• Support the development and implementation of marketing plans and interact with customers when necessary;
• Attend supplier meetings alongside Business Managers when required;
• Perform additional duties as assigned by the Business Manager or Business Manager Associate.

Experience

• In possession of a Pharmacy Degree, Science Degree, Business Degree, or equivalent qualification;
• Experience within a pharmaceutical, healthcare, or commercial environment will be considered an asset;
• Familiarity with tender processes, stock coordination, and sales reporting is advantageous.

Personal Skills

• Fluent in English, both written and spoken;
• Strong written communication skills;
• Computer literate with good working knowledge of office systems;
• Highly organised with strong attention to detail;
• Able to manage multiple tasks and priorities effectively;
• Collaborative team player with a proactive approach.