The Marketing Assistant is instrumental in supporting the operational needs of the sales and marketing teams. This role provides a comprehensive range of administrative and marketing support services to the Dermatology Marketing and Sales Management team to facilitate the effective operation of the Commercial Business Units.
NOTE: This role does require some travel.
KEY DUTIES AND RESPONSIBILITIES
- Organise the booking of meetings and events to support the operational needs of the sales & marketing teams, including mid-cycle meetings, functional meetings, on-site and off-site meeting logistic requirements, and coordinate the creation of the meeting agenda and sourcing the required materials and equipment to support the meeting.
- Responsible for ensuring all external meeting bookings and offsite meeting costs are compliant with AbbVie Finance policy requirements and limits and sourcing all documentation for expense processing as required by Business Unit Manager (BUM) / National Sales Manager (NSM) /Senior Brand Manger (SBM) including attendee lists and detailed invoices.
- Assist in the development and execution of digital marketing materials such as vmails, educational event invitations, and updating website content. Coordinate promotional material development including liaising with various agencies to upload jobs into Veeva Promomats, track promotion project progress to reflect the accurate status of promotional review process, coordinate the re-approvals and withdrawals of materials prior to expiry, managing physical/print material inventory levels with offsite material/logistics provider to ensure adequate supply. Manage withdrawal and destruction of expired print/physical and digital materials with sales team as required.
- Print, collate and distribute materials required to support the activities of the sales and marketing teams including training materials, promotional materials, and other documentation as required.
- Organise and coordinate the booking of HCP educational events (live and virtual), sourcing the required materials, AV equipment and IT support to ensure that the event runs smoothly. Responsible for ensuring all external meeting bookings and offsite meeting costs are compliant with AbbVie Finance policy requirements and limits and sourcing all documentation for expense processing as required by BUM/NSM including attendee lists and detailed invoices.
- Coordinate the collation and submission of financial documentation for payment processing, including checking that all documentation meets the policy requirements set out in Compliance & Procurement Policies.
- Coordinate the production of agreements, checking accuracy and ensuring document compliance with Medicines Australia reporting requirements for HCP payments/transfer of value.
- Create and maintain Business Unit (BU) Sharepoint and Teams sites to ensure that the content is current and supports the frequently asked or used processes for both Sales and Marketing teams.
- Maintains corporate and department databases in line with appropriate procedures to support the activities of the Commercial BU.
- Maintain the BU Budget Tracking Spreadsheets to ensure accuracy of forecasting and actual spend tracking. Attend monthly budget review meetings. Coordinate the timely processing of invoices, purchase order numbers, statement of works and master services agreements to ensure compliance with finance and procurement policies.
- Coordinates the on-boarding of new employees (equipment, training schedule, schedule meet & greets etc) to ensure all employees are made to feel welcome and set-up for success.
- Manages the BTS request process to facilitate IT platform permissions and access for BU and Brand Team members as requested by BUM.
- Prepare correspondence, reports and other documents in line with company standards to support the activities of the Commercial BU.
- Ad-hoc Projects requested by manager completed by agreed timelines.
- Maintain knowledge and skills of support tools used to perform this role efficiently and effectively.
- Report any adverse event within 24 hours as per AbbVie’s policies and procedures.
- Proactively participate in AbbVie’s WHS programs, adhere to policies and promote a safe work environment at all times.
- Adhere to AbbVie’s internal codes of conduct and compliance processes.
- Other ad hoc duties such as administrative duties, as requested.
- TAFE or equivalent training in secretarial/office management desirable.
- Event management experience and/or Diploma in Marketing are desirable.
- Highly organised with a reputation for accountability, prioritisation, delivery, and proactivity.
- Demonstrated highly developed and agile prioritisation skills.
- Proficient IT skills including Microsoft Office Skills (Word, Excel, Powerpoint, Teams, OneDrive) CTE/Concur, VEEVA Promomats, and e-wizard ( Veeva system)
- Numeracy and basic procurement skills.
- Excellent verbal and written communication skills.
- Dynamic and Solutions focused.
- Attention to detail and fast learner.
- People oriented and able to work independently within activity-based work environment.
- Ability to work in a fast-paced environment.
- Collaborative -team player
- Desirable/Preferred’ experience in administration within Pharmaceutical or healthcare fields
Flexibility and Availability: In line with Australia’s 'Right to Disconnect' legislation, we recognise and respect employees' right to refuse contact outside of their working hours, unless such refusal is deemed unreasonable. As we operate in an international, matrixed environment, there may be occasions where your role requires participation in business meetings outside of standard hours. We value and support flexibility and appreciate your willingness to occasionally accommodate these requests to ensure effective collaboration and communication within our global team.
WAYS WE WORK
- All For One Abbvie; We weigh all decisions against the common good. We inspire, share and create as a team. We solve problems for all rather than serving our immediate team.
- Decide Smart & Sure; We make intelligent decisions to create the best outcomes. We act quickly, embrace experimentation, and learn what doesn’t work and get on to what does.
- Agile & Accountable; We streamline and eliminate unnecessary obstacles. We plan but adapt as we go. We delegate and make tough decisions to ensure focus on results, staying keenly aware of the urgency in all we do.
- Clear & Courageous; Open, honest, candid dialogue is core to our work and how we act with each other. We share information freely and continuously to find solutions. We admit mistakes. We grow stronger by putting the courage of our conviction to the test.
- Make Possibilities Real; We question with endless curiosity. We’re never satisfied with good enough—patients depend on us to deliver more. We challenge ourselves to find creative, constructive solutions to turn possibilities into reality.
CODE OF CONDUCT & BUSINESS INTEGRITY STATEMENT
- AbbVie is committed to observing high integrity and ethical standards in all its business dealings with our customers, with each other, business partners and suppliers.
- AbbVie as a responsible corporate citizen will adhere to these standards, as well as to local, national and international laws.
- All AbbVie employees are responsible for maintaining the Company’s reputation for conduct in accordance with the highest level of business integrity, ethics and compliance with the law.
- Soliciting and/or accepting/attempting/offering bribes or any illegal gratification is therefore cause for immediate dismissal.
- AbbVie is committed to operating with integrity, driving innovation, transforming lives, serving our community, and embracing diversity and inclusion.
AbbVie is an equal opportunity employer and is committed to operating with integrity, driving innovation, transforming lives and serving our community. Equal Opportunity Employer/Veterans/Disabled.
US & Puerto Rico only - to learn more, visit https://www.abbvie.com/join-us/equal-employment-opportunity-employer.html
US & Puerto Rico applicants seeking a reasonable accommodation, click here to learn more:
https://www.abbvie.com/join-us/reasonable-accommodations.html
