MSD is a global health care leader with a diversified portfolio of prescription medicines, vaccines and animal health products.
The difference between potential and achievement lies in the spark that fuels innovation and inventiveness; this is the space where MSD has codified its 125-
year legacy. MSD’s success is backed by ethical integrity, forward momentum, and an inspiring mission to achieve new milestones in global healthcare.
MSD’s Global Human Health (GHH) Division abides by a patient first, profits later ideology. Results-driven and ambitious, this team of individuals represents a functional balance between meeting company objectives and the needs of people around the world.
The division is comprised of sales and marketing professionals who are passionate about their role in bringing MSD's prescription medicines, vaccines, and other medical products to our customers worldwide.
Provide an efficient and responsive administrative, organizational and high-level logistic service to support the Managing Director (MD) in his / her day-to-day work.
Key Result Areas & Tasks
Support to day-to-day work of Managing Director
Provides day-to-day administrative / secretarial support in a pro-active / timely manner, respecting deadlines
Plans and organizes day-to-day MD’s diary
Filters general information, queries, emails, phone calls and invitations addressed to the MD by redirecting or taking forward such contacts as appropriate
Prepares correspondence on behalf of the MD, including drafting general replies
Supports the MD with the preparation of presentations
Schedules meetings and appointments, books meeting venues and ensures hospitality for visitors
Arranges travel and accommodation for the MD
Ensures MD’s approval requirements related to HR cases
Manages and maintains an effective (electronic) filing system, ensures that filing is conducted on a regular basis in order to make sure that all files are kept up to date and can easily be accessed by MD
Maintains accurate and up to date contact details
Conducts regular 1 : 1 meetings with the MD to discuss upcoming engagements, invitations and other requests
Ensures the MD is fully briefed on, or prepared for any engagement he / she is involved in
Manages expatriation related personal folders for the MD
Handles the confidential communication for the MD and other departments
Customer Service, customer focus and centricity
Organizes meetings between key external stakeholders and the MD
Maintains a good partnership with the administrative support of key customers
Ensures guests meetings with the MD are well taken care of
Delivers a high standard first line contact with customers, ensuring an excellent customer experience. Provides the highest level of customer satisfaction by aiming to meet and exceed customers’ expectation of the department
Responds to any complaints in a timely manner and in first instance striving to resolve any issues raised
Informs the MD (or concerned employee) on a regular basis about important calls / requests from customers
Maintains contact with professional organizations (e.g. Infarma) and liaises with MD regarding requests coming from those organizations.
Processes and procedures
Implements efficiently the administration of procedures and processes of the company in own department. Ensures the department administration is done in adherence to MSD’s policies and procedures
Participates in the compliance network
Contributes to the identification and implementation of more efficient operating practices and procedures within the company.
Gives input to the Business Practices Lead, Data Privacy Steward, MD and LT members on SOPs, compliance rules and regulations
Ensures that purchases of the MD department are covered by Purchase Order requests and are in accordance with the global procurement procedure
Ensures the follow-up of financial processes from order to payment
Monitors MD budget in COMET and provides regular feedback on budget status to department head
Comet role Lead ensuring access and / or changes for all employees in the Comet system
Pro-actively ensures coordination between departments in resolving day-to-day administrative and operational problems
Prepares mailings and communication as directed by the MD
Maintains contacts with the senior international management and their direct reports
Events and internal / external meetings coordination
Coordinates bookings and catering arrangements
Directly liaises with selected facilitators and speakers
Follows-up on approved budget per event / meeting
Assists in and supports Leadership Team meetings including preparation and distribution of agenda, minutes, etc.
Actively participates in (or takes lead of) projects as required by business need and provides assistance to MD and LT to meet projects objectives
Takes formal minutes of meetings as necessary, including collation of supporting documents and follow up of action points
Disseminates project information in a timely manner to all relevant parties.