Job Description
The Executive Assistant provides high-level administrative support to the CEO and Head of Sales & Operations, ensuring efficient management of their schedules, priorities, and responsibilities. This role requires exceptional organisational skills, high attention to detail, proactive problem-solving abilities, People management skills and the ability to handle confidential information with discretion. The ideal candidate is a highly motivated self-starter who thrives in a dynamic and fast-paced environment.
This role will also include managing the onboarding process for new pharmacies, maintaining all reporting documents including sales analysis, transport summaries and maintaining the master product document.
Job Title
-
Senior Executive Assistant/ Team Manager
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Proven experience leading and supervising a team of staff.
- Minimum 3+ years’ experience in a similar role.
- Strong English communication skills.
- Excellent presentation and communication skills.
- Proficiency in Microsoft Office suite, particularly PowerPoint and Excel.
- Experience with CRM systems and sales management software.
- Experience working with accounts and cross-functional teams.
- Knowledge of retail pharmacy or FMCG industries is advantageous.
- Ability to work autonomously while contributing to a collaborative team.
- Strong attention to detail and ability to manage multiple projects simultaneously.
Job Responsibilities
- Pharmacy Onboarding and Management: Manage the complete onboarding process for pharmacies and banners, including collecting required product details, providing imagery and materials, preparing presentations and proposals, coordinating training materials, and managing marketing planners and calendars for pharmacy groups in Australia and New Zealand.
- Practitioner Relationship Management: Approve practitioners for online accounts by verifying AHPRA details, manage email enquiries, and process practitioner orders.
- Sales Software Management: Oversee and manage all sales-related software systems including Salesforce, Asana, SKUvantage, and Toniq to ensure accurate tracking and reporting.
- Operational Support: Assist with insurance reviews, handle general legal matters with escalation as needed, maintain company policies and the operational manual, track sales targets and forecasts, create and distribute training and promotional materials, and ensure timely execution of operational projects.
- Promotional Materials: Coordinate the development, approval, and distribution of promotional assets including display stands, uniforms, catalogues, postcards, and artwork; manage catalogue submissions to pharmacy groups and oversee print material orders.
- Product Development and Management: Maintain the product master document, support new product development processes, and ensure accuracy of packaging details including proofing, barcode, and SKU verification.
- Event Coordination: Organize and assist with training sessions, sales meetings, promotional events, order samples, and prepare trade sample packs for Category Reviews.
- Managing the Admin Inbox: Monitor and organize the administrative inbox by reviewing, forwarding, and filing emails, and escalating urgent matters to the appropriate departments.
- Data and Reporting: Maintain accurate records, databases, and tracking documents including sales data and transport summaries; support reporting and data analysis as required.
Good luck and God Bless!