Business Support Specialist

• Abbott Vascular Division

About Abbott

Abbott is about the power of health. For more than 125 years, Abbott has been helping people reach their potential — because better health allows people and communities to achieve more. With a diverse, global network serving customers in more than 160 countries, we create new solutions — across the spectrum of health, around the world, for all stages of life. Whether it's next-generation diagnostics, life-changing devices, science-based nutrition, or novel reformulations, we are advancing some of the most innovative and revolutionary technologies in healthcare, helping people live their best lives through better health.

Main Purpose of the Role

For Abbott Vascular Division we are looking for a Business Support Specialist to join our team in Poland. The position will have direct report line to Sales & Marketing Manager to provide administrative and project assistance. His/her duties include general administrative tasks and coordination which aid in the smooth running of the division as well as providing administrative aid to the managers and staff.

What You'll Do

Administrative & Marketing Support

• Provide administrative support to Vascular business
• Perform administrative and incidental administrative functions such as preparing correspondence, answering telephones, maintaining files and supplies, keeping appointment calendar, compiling and preparing regular and special reports, and other tasks as necessary
• Draft distributors agreements and work with sales & marketing & legal on the contents and approvals
• Develop strong acquaintance to ABT policies in terms of:
• Contracts: Distributors, HCPs, Third parties
  • Activities as Trainings & Workshops, and all documentations in line with compliance requirements and policies
• Work on Microsoft Office Suite, and use of other business-specific software, including the Corporate Travel website, and employee performance management systems (as applicable)
• Coordinate new employee office set-ups and on-boarding
• Provide basic HR transactional services, such as contact person towards Insurance companies, payroll provider for information on holiday tracking
• Escalate to HR Business partner when necessary
• Schedule and coordinate meetings; initiate and follow up on all hotel and travel arrangements; prepare itineraries
• Handle all confidential correspondence and inter-company communications
• Facilitate general inter-departmental communications and interfacing
• May provide training and orientation to new staff
• Support finance team with invoices and accounting information on ad-hoc basis

Conferences, Marketing/Education Events & Activities

• Work with Business Unit Managers to execute the yearly marketing activities/budget
• Include support for tracking Marketing budget expenditures
• Provide the accruals information of activities to finance in a timely manner
• Work closely with vendors to highlight products, acquire appropriate meetings space and manage attendee registration
• Develop communications to the field, management, and attendees to ensure companywide awareness of the event
• Manage the planning and supervision of all outside contractors to include installation and dismantle labour, trucking, arranging of utilities needed on-site, cooperation and communication with the association sponsoring the event
• Serve as liaison with healthcare societies ensuring strategic alliances and corporate relationships are generated and sustained in a professional manner
• After event, provide proper and timely payment of invoices, charge backs, lead generation and complete event report
• Make sure to execute each event in advance to ensure success

Required Qualifications and Background

• 2 - 3 years of work experience in the field of administration (conventions and event planning will be a plus) preferred in the industry of medical device, pharmaceutical, healthcare or another similar field
• Fluent (spoken and written) in English and the local office language
• Previous experience using Microsoft Outlook and the demonstrated ability to use Outlook Scheduler
• Advanced knowledge working with Microsoft Office (Word, Excel, PowerPoint) and having analytical capabilities
• Experience working in a broader enterprise/cross-division business unit model preferred
• Ability to work in a highly matrixed and geographically diverse business environment
• Ability to work within a team and as an individual contributor in a fast-paced, changing environment
• Ability to leverage and/or engage others to accomplish projects
• Strong verbal and written communications with ability to effectively communicate at multiple levels in the organization
• Multitasks, prioritizes and meets deadlines in timely manner
• Strong organizational and follow-up skills, as well as attention to detail
• Ability to travel (approximately 5%)
• Ability to maintain regular and predictable attendance
• Team player within a matrix organization design

Benefits

As you'd expect from a global healthcare company, we offer stable employment conditions, long-term career perspectives, and attractive salary with bonus potential. A range of benefits include a superb defined contribution pension scheme, private healthcare, life assurance and a flexible benefits scheme. Follow your career aspirations to Abbott for diverse opportunities with a company that can help you build your future and live your best life.

Position Details

• Job Family: Sales Support & Administration
• Division: AVD Vascular
• Location: Poland > Park Postepu : Building B
• Work Shift: Standard
• Travel: Yes, 5% of the Time
• Medical Surveillance: Yes
• Base Pay: N/A (In specific locations, the pay range may vary from the range posted)

Equal Opportunity

Abbott is an Equal Opportunity Employer, committed to employee diversity. Abbott welcomes and encourages diversity in our workforce.

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