Director assistant

A multinational, diversified healthcare corporation headquartered in the United States, focused on treating complex diseases. Through its branches and departments, it provides medicines to patients with cancer, hemophilia, those who have suffered serious injuries, those suffering from diseases of the immune system, kidneys, infectious and other diseases.
The company occupies a leading position in the development of technologies for creating intravenous and dialysis solutions, equipment, packaging and delivery systems for drugs, and has its own patented technologies.
Company products are sold in more than 100 countries.

Invites you to join the team in Ukraine

SUMMARY

• Responsible for supporting Ukraine Commercial team (reporting line into the local management and Business Unite Head Renal - Ukraine CIS & Israel);?
• Providing support on the relevant regional level  to ensure consistent approach in areas of expertise;   
• Responsible for providing administrative and projects support for Ukrainian office;   
• Manage services distributor contracts (extended warranty, logistic, demand forecast, travel program, validation of  translation materials) manage  changes of processes, prepare the drafts agreements and amendments, process internal approval, sign checking reports, sending invoices for coding, sending documents for signature in Zurich, creating orders, approving orders.

ESSENTIAL DUTIES AND RESPONSIBILITIES

External and internal congresses and events preparation (virtual or face to face) on ECEMEA level (ECEMEA – with accent on Ukraine Commercial team):?  

• Collaborating with the marketing Teams in coordinating F2F  by ensuring communication & support in organizing events;?    
• Coordinator for events Baxter initiates/organizes;?    
• Ensuring the internal communication linked to marketing campaigns:?   
• Help develop communication plans for business partners and assist with execution;?  
• Apply communication  mostly needed, appropriate for the communication needs;?    
• Communication with individual customers concerning their participation in events;
• Keeping records on participation of the invited speakers at congresses and related expenses;
• Liaison between participants & organizing team; ?    
• Ensuring registration of customers for participation at  professional congresses;   
• Grants: collecting information needed, creating & managing documents in collaboration with local admin support personnel as per event location, supervising, closing activities;    
• Organize, coordinate, document and archive all financial/accounting information/files. Serve as point of contact for Internal and External finance/accounting;   
• Budget management related to the events;    
• Support business needs in terms of administering documentation.

Administrative responsibilities for Ukrainian

•  Undertaking administration and other tasks for Baxter CRM (Boost) for creating accounts, campaigns;?   
• Act as recipient for the generic office email inbox for UA;?    
• Orders & deliveries management;?    
• Support and work together with external accountancy service in order to prepare the following within the expected time frame: ?    Invoices: prepare description sheet and invoice logs, Coordinate payments;?  
• Expenses/Travel Reports within deadline;?    
• Daily coordination with accountancy service and Baxter finance for any kind of issues related to finance;?    
• Prepare purchase orders as per corporate guidelines in cooperation with internal Accounting Specialist;?    
• Keeping internal record of fixed assets (correct and detailed description) in cooperation with external accounting vendor;?    
• Coordinating the training;?    
• Local contact person in case of work-related incidents;?    
• Ensuring all documents are filled in and procedures are being followed;
• Participate to the trainings indicated by Baxter and external trainings as needed in BAXU or others;?    
• Collect any adverse event report, other safety information, product complaints and medical enquiries concerning Baxter medicinal products, medical device and forward it per internal timelines to appropriate Baxter Pharmacovigilance or Quality department.

JOB REQUIREMENTS

• Bachelor’s degree in administrative/business area
•  Number of years of experience: At least 3 years
• Field of expertise: Administration, project management, business processes
• Language skills: Ukranian - fluent, English - B1-B2
• Computer skills:   Intermediate - Word, Excel, Outlook, Power Point.

If you are confident that you can meet this offer, we will be glad to receive your resume and invite you for an interview.