Administrative Executive

This role is to support the Country Manager on the sales and marketing administration of the business. He/she should help with the formulation of admin processes, organisation of business meetings, maintenance of customers, distributors, sales, marketing and admin records/database for business continuity. He/she is to ensure all sales & marketing activities comply with legal and ethical standards, and that documented processes, procedures and internal quality management system are followed and adhere to.Position ResponsibilitiesSales & Marketing Admin FunctionsSupports the Country Manager on the organization of sales & marketing meetings e.g. MBR, Business Trips, Weekly MeetingTakes meeting minutes and keep recordVerifies & route documents such as invoices, price application, pre-approval forms, cheque requisitions, debit/credit notes, etc. to ensure authenticity and prompt submission to various departments for approval, billing and paymentActs as a window for all staff related claims to ensure compliance to company policy and regulationsMaintenance of GDPMD certifications and various company licensesMaintains proper filing for company, customers and distributors' information and related documents for quality audit (e.g. GDPMD licence, import licence, wholesale licence, physician consultation agreement, distribution agreement, training records, pre-market surveillance, sponsorship letters, etc)Maintains clear record of PARF to help the Country Manager in the tracking of marketing expensesConducts internal communication for Sales & Marketing team on Admin, Finance, Legal & Compliance ProcessesAssists in the printing of product brochures, development of sales collaterals for sales promotion. Keep clear record of the distribution of these materialsArranges and co-ordinates with courier servicesBe responsive to any new duties assign as and when required by the ManagerCo-ordination/Organisation of EventsSupports the Country / Marketing Manager on the co-ordination and organization of local congresses and events. e.g. HBR SummitManages the logistics arrangements of overseas conferences and events. e.g. hotel booking, conference registration, airport transferReconciliation of expenses after the eventsPosition RequirementsAt least A level or diploma in any disciplineBilingual in English and Mandarin to liaise with stakeholders across the regionMinimum 2 years of relevant working experience in administrative support or marketing functionsProficient in Microsoft Outlook, Word, Excel, PowerPoint. Ability to use SAP will be a plusStrong organisational skills and had the ability to drill down into details while not losing sight of the big pictureStrong ability to multi-task, work under pressure & deliver quality results with speed and minimum supervisionExcellent interpersonal and communication skills