Administrative Assistant, Marketing
Mead Johnson Nutrition - Kanata, ON

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PRIMARY RESPONSIBILITIES

Key member of the Solutions, Specialty & Medical Marketing team whose primary role is to provide significant planning, coordinating and administrative support. This includes supporting advertising and promotion (A&P) budgeting and expensing process (SAP) and planning and coordinating meetings, conferences and promotional materials for Healthcare Initiatives (HCI).

  • Budget: Support monthly and annual projections through effective expense maintenance and tracking of all PO spend and accruals
  • Translation: Ensure translation request are processed on-time
  • Project scheduling: Act as steward of projects by holding self and others accountable to meet project timelines and provide appropriate communication and influence others to meet timelines
  • Provide administrative support to the Marketing Department, including department meeting/event coordination and store room maintenance
  • HCI meeting planning: Lead coordination including all logistics for Conferences, Advisory Boards, Speakers Training as follows:

o Coordinate and monitor all contracts with HCI partners, set up POs and track spend; process honoraria and cheque requests
o Coordinate travel logistics for meeting attendees
o Coordinate meeting arrangements, including invitations, registrations, site logistics, meeting materials and slide kit preparation
o Effectively liaise with external Agency on project status reports and other details
o Act as primary contact to both internal and external stakeholders (HCPs, KOLs) for meeting logistical support

  • HCI conferences: Coordinate MJN’s participation at Medical Conferences

o Coordinate and monitor all supporting contracts, set up POs and track spend
o Shipment of materials within budget and allocations
o Set up of logistics for Medical Salesforce

  • HCI materials: Develop promotional materials for HCI (conference booth signage, CHE supporting materials) from creative brief to completion within budget and manage allocation to Medical Salesforce
  • HCI database: Develop and maintain HCI partners database for accurate contact, contract and relevant details
  • Compliance: Achieve full compliance of HCI contracts within contract management process and adhere to the Mead Johnson relevant components of the Rx&D code
  • Collaborate closely with HCI team, Marketing, Medical Affairs, Regulatory Affairs and Medical Sales to maximize the effectiveness of HCI projects
  • LEX: Prepare LEX documentation and support Marketing Manager through LEX process

Contribute to a team based collaborative environment, promoting candor and receptivity, clarity of purpose and goals, and high accountability and commitment to achieving business goals.

EXPERIENCE
 1-3 years experience in an Administrative role
 Experience working with SAP or other mainframe system
 Experience working with large budgets (forecasting and expense tracking)
 Experience working with internal and external partners (ie agencies / suppliers)
 Experience with planning major meetings

COMPETENCIES
 Advanced knowledge of MS Excel/Word/Powerpoint and creating databases
 Demonstrated ability to plan and monitor budgets
 Basic project management skills, including project scheduling
 Demonstrated ability to provide value-added results to the organization, while being self-motivated, independent and accountable for results
 Demonstrated attention to detail and excellent organization skills while handling multiple tasks through to timely completion
 Demonstrated good judgement and creativity in improving work processes
 Ability to review and understand scientific & medical data
 Bilingualism is an asset

EDUCATION

 University or College Degree in Business Administration
OR

  • Minimum 2-5 years of experience in administrative role

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About this company
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Mead Johnson Nutrition helps babies grow up healthy. The company specializes in developing and manufacturing nutritional products for...