Franchise Marketing Assistant

Purpose of the RoleThe key objective of the role is to provide the end-to-end planning, coordination, and execution of events such as cycle meetings, conferences, and business functions, ensuring all activities comply with company policies and procedures. In addition, the position provides comprehensive administrative and organizational support to the Group Therapy Area Team, enabling smooth operations and effective communication across internal and external stakeholders.Required Competencies, Qualifications and ExperienceGraduate, with at least with a Diploma in Administration, vents Management, Hospitality, Communications or a related discipline is preferred.Minimum of 3 years relevant experience in event coordination, administration, executive/team support or a similar role, preferably within the pharmaceutical, healthcare or other highly regulated industry.Demonstrated experience in the end-to-end coordination and execution of corporate events, including conferences, cycle meetings, internal meetings and business functions.Experience supporting a senior leader and/or regional or cross-functional team in a fast-paced working environment.Previous experience within the pharmaceutical industry and familiarity with healthcare compliance requirements would be a strong advantageResponsibilities & Accountabilities1 Event ManagementEvent management of Cycle Meetings, conferences, etc. including:Obtain quotations from vendors/providers for eventObtain Local Finance Approval (LFAs) for eventRouting of LFAs for Approval for eventGenerate Purchase Orders for selected vendors/providers & routing for approvalPrepare checklists and related project planning forms/documents for each eventResearch venue, catering, suppliers, etc. for eventAct as liaison with speaker(s) and delegates, in conjunction with Medical Affairs and Business Unit Team colleaguesDraft invitation letter(s) and other documents required by delegates for visa application purposes, etc.Arrange visas, transportation, and accommodation (where required)Ensure payment of all invoices of vendors and honorarium fees of speakersEnsure all documents are accurately uploaded to HCC Life and that the system remains fully compliantOrganize business lunches/dinners etc. as required by the Group Therapy Area Team.2 General Administrative Duties:Provide superior level of organizational and administrative support to the Group Therapy Area Team.Proactively organize meetings, agendas and prepare minutes of meetings and issue to respective team members.Understand the key roles, responsibilities and priorities the Group Therapy Area Team, proactively build strong relationships with each internal and external contact in order to provide a high-level support service. Organize travel, visas, accommodation, meetings and events for the Group Therapy Area Team.Deal with incoming email, post and invoices and correspond on behalf of Team where required.Consolidate monthly reports and presentations, etc. and ensure a high standard of professionalism in administration and production of internal and external documents. ‘Knowledge management’ in respect of electronic and paper filing systems to maintain integrity and effectiveness as the organization evolves, including developing a robust system to manage electronic records.Handle all shipping, couriers, etc. of documents to team membersIdentify areas where administration practices could be improved and proactively generate solutions and improved ways of working.Provide cover for colleagues when necessary and perform such other duties as may reasonably be required in line with company status as a start-up operation and required values on teamwork and collaboration.