Job Description Summary

The Administrative Assistant and Marketing Coordinator of Specimen Management (SM) US Region is responsible for supporting the commercial organization in a variety of administrative tasks along with supporting a variety of marketing driven activities such as events and conferences.

Job Description

We are the makers of possible 

 

BD is one of the largest global medical technology companies in the world. Advancing the world of health™ is our Purpose, and it’s no small feat. It takes the imagination and passion of all of us—from design and engineering to the manufacturing and marketing of our billions of MedTech products per year—to look at the impossible and find transformative solutions that turn dreams into possibilities. 

 

We believe that the human element, across our global teams, is what allows us to continually evolve. Join us and discover an environment in which you’ll be supported to learn, grow and become your best self. Become a maker of possible with us. 

Responsibilities

• Performs all administrative duties for the US Region Commercial organization including support of the VP/GM, VP of Sales and Sr. Director of Marketing for Specimen Management.  Administrative duties include emails, travel, meeting support, special PowerPoint presentations and other high-quality materials. Maintains personal computer skill levels with current technology used within the company. 
• Liaise with vendors and providers such as Market research companies, business consultants and providers. 
• Manages/processes expense reports for the Leadership team above
• Coordinates all complex travel plans for the Leadership team above. Also makes necessary arrangements for international travel including Visa applications and any other information needed when traveling abroad (i.e. medical information). 
• Coordination/organization of marketing events and meetings. Schedules and coordinates all aspects of meetings (including logistics and catering), as necessary. Attendance at and participation in some of these meetings may be necessary as well. 
• Responsible for handling needs and concerns that may arise within the team such as computer related issues, corporate cards, maintain department supplies, new hires, etc. Coordinate’s orientation of new department hires to ensure training is obtained per department requirements. 
• Maintains office supplies including specialized products as required by the team. 
• Manage all aspects of department’s procurement services, including assisting in the on-boarding of new suppliers through use of the Aravo SIM tool, and managing the procure-to-pay process utilizing the BD BuySmart tool. 
• Coordination of Veeva (Promotional Material) and PRC Meeting, including reviewing document(s), assigning reviewers, and moving the document thru the review process within Veeva. Requires weekly review of workflow and follow up with reviewers concerning past due reviews. Manage agenda and scheduling of weekly PRC meetings based on requests received from initiators. 
• Serve as Super User for BuySmart (purchase order system) and ARAVO (Supplier Information Management) and eIPPRA for marketing.  Attend monthly Super User calls hosted by the ASC Procurement team, assist with BuySmart system user enrollment, and provide firsthand support to BuySmart Requisitioners. 
• Oversee and manage LIS Reimbursement Payment Process, including contract verification, entering purchase request for LIS provider and/or supplier set-up of provider with follow-through of reimbursement via ACH. 
• Distributor New Product Add Forms – Create new product add forms for distributors. Must obtain product information from SAP, Marketing and Regulatory to complete forms. Request Marketing associates to review the file prior to submission to the distributor. 
• Other projects/duties as assigned for the overall benefit of the organization. 

Required Skills, Knowledge & Education:

• Minimum of associate’s degree, a bachelor’s degree preferred  
• five (5+) years of administrative assistant experience  
• Three  (3+) years supporting an executive or senior level manager
• Strong interpersonal, communication and organizational skills  
• Strong ability to execute work with a diversity, equity, and inclusion lens  
• Maintain a high level of integrity and discretion in handling confidential information  
• Ability to complete a high volume of tasks and projects with little or no guidance  
• Expert proficiency with Microsoft Teams, SharePoint, and Office applications such as Excel, Word, Power P