Commercial Administrative Assistant

Description

The Commercial Administrative Assistant will provide administrative support to the Commercial and Marketing Departments.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES: 

• Organization, coordination, shipping, inventory management (including nonsterile wet lab supplies inventory management) and ordering of wet lab and marketing materials for domestic and international sales force, distributors, and conferences/tradeshows/events.
• Ensure all domestic and international material requests are sent out properly, timely and with follow up tracking. 
• Print and frame product certificates (surgeon certificates, sales awards, etc.).
• Process purchase orders, honorariums, and invoices so KOL’s (Key Opinion Leaders) and vendors can get reimbursed and/or receive payments accordingly. Set up new vendors/KOL’s as needed in the system for Statement of Work (SOW) processing. 
• Quarterly honorariums and wet lab/marketing material spend reporting.
• Track invoices, SOW KOL payments, Surgical Sales Consultants (SSC) shipping orders on Marketing Tracking Sheet.
• Submit marketing and messaging documents through document control processes within the New World Medical instructed document control software. 
• Understanding in Quality Assurance files, organizing the marketing SharePoint folder, and sending links to distributors as needed.
• Update LEARN online training and other digital platforms as documents are approved for use or updated.
• Organize the marketing SharePoint folder with all approved digital assets.
• Schedule travel, appointments, business-related lunches/dinners, and meetings for the commercial leadership team as needed.
• Participation during team meetings to capture meeting minutes and action items as needed by the department managers. 
• Order all company gear (scrubs, embroidery, marketing swag, etc.). 
• Provide administrative support to the marketing team, including scheduling meetings, managing calendars, and maintaining databases.
• May be requested to greet visitors and answer phone calls from customers.
• Adheres to all company policies, procedures, and business ethics codes.

Requirements

KNOWLEDGE, SKILLS, AND ABILITIES:

• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Excellent presentation, written, and verbal communication skills.
• Ability to work independently as well as collaboratively in a fast-paced team environment.
• Eagerness to learn and take on new challenges, with a proactive and self-motivated attitude.
• Able to handle multiple projects and drive each to completion.
• Creative, willing to take risks.
• A collaborate team player who has a can-do attitude.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Adobe Creative Suite (Photoshop, InDesign), and digital marketing platforms is a plus.

EDUCATION AND EXPERIENCE:

• Associates degree preferred.
• Minimum 2 years of work-related experience as an assistant/support function.

PHYSICAL REQUIREMENTS:

• May be required to travel up to 3 days per quarter
• Able to lift up to 50 pounds. This may be performed with reasonable accommodation.
• Must be able to remain in a stationary position at least 50% of the time.
• Occasionally move about inside the office and travel to and from office buildings to access file cabinets, employee offices, office machinery, etc. This may include, but is not limited to, bending and walking.
• Must be able to operate a computer and other office productivity machinery, such as a computer printer, computer keyboard, calculator, etc.
• Ability to listen and speak with employees and distributors. Must be able to exchange accurate information in these situations.
• View and type on computer screens for long periods of time.

This description reflects management’s assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned.