Personal Assistant to General Manager

Main objective:

Work closely with General Manager of Teva Ukraine and if necessary senior managerial staff (management team) to provide administrative support, usually on a one-to-one basis. Help a manager to make the best use of their time by dealing with secretarial and administrative tasks.

RESPONSIBILITIES

Provide professional business support to General Manager on a high level as a business partner:

• Facilitate business continuity, making processes flow easily:
• Daily routine/document flow, ad hoc tasks & other;
• Business Travel: business trips support and travel coordination;
• GM official visits coordination: Presentations & agenda preparation, meeting notes preparation, admin & logistics issues, catering, excursions for guests & other;
• Calendar & meetings planning;
• Assist GM in effective Management Team process alignment: Management Team meetings, Commercial-Operational Committee Meetings, Business Reviews, Town Hall Meetings, Hosting the Official Visits, Teva MT internal events preparation (Strategy sessions & Workshops), other; Meeting minutes keeping and management in SmartSheet;
• Internal financial reporting: P2P, including: Accruals, Cash Flow reports; expense reports, acts, invoices flow; budget planning & control; PR/PO creation & approval process; payments management;
• Procurement: Teva membership in professional & business associations coordination; events participation; respective contracts management;
• Contracts management in M-Files system;
• Management team assistance;
• Conduct all business activities in compliance with the Code of Conduct and company SOPs;
• Assure business continuity, proactive GA Director & Communications support:
• Teva membership (contracts, payments management);
• Teva monitoring (correspondence, contracts management, payments management);
• Finance: P2P; payments management;
• Official announcements preparation/translation/adaptation;
• Presentations preparation for meetings with MOH & governmental authorities;
• Official letters preparation, sign off and managing official replies;
• Other, admin issues;
• Compliance:GA Director & Communications support:

DESIRED SKILLS AND EXPERIENCE

• Educated to degree level or equivalent.
• Proven track-record of achievements for the previous 3 years on a similar position (PA to GM, Team Assistant, Executive Assistant, assistant to senior management level) in a similar-sized company.
• Excellent attention to detail, with the ability to maintain a high level of accuracy.
• Fluent in English.
• Knowledge of office management systems and procedures.
• Proficient in the use of MS Office.
• Ability to multitask and prioritize daily workload.
• Excellent verbal and written communications skills.
• Discretion and confidentiality.
• Full alignment with Teva Values.