Document Specialist - Mumbai at Abbott

Mumbai, Maharashtra, India

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Not SpecifiedCompensation

Junior (1 to 2 years)Experience Level

Full TimeJob Type

UnknownVisa

Healthcare, PharmaceuticalsIndustries

Requirements

Bachelor’s degree in Science or Commerce
At least 3+ years of experience in supporting as an Executive Assistant or Administrative Assistant or PMO for a mid-large size organization, managing team dynamics, promoting collaboration, identifying efficiency areas, and saving time for key managerial personnel
Experience in prompt and correct processing of invoices, bills, and monitoring/updating agreements, amendments, and other documentations to safeguard company’s interest and liabilities
Experience working with Finance, Procurement, Legal, Facilities, Housekeeping, Security, and other administrative/operations support functions (IT, OEC, BHR, TAG)
Understanding of project management lifecycle and methods to track diverse types of small, medium, and large duration projects
Strong Negotiation and Influencing skills combined with oral and written communication
Critical thinking skills, and ability to effectively lead, collaborate, communicate across diverse stakeholders (scientific, technical, operational), and prioritize tasks
Preferred Desirable Skills
Master’s in Business Administration (Finance, Strategy, Operations, or General Management)
5+ years relevant secretarial work experience in a Life sciences and Healthcare Company and/or IT, Data Analytics
Experience managing or tracking projects and supplying quick meeting notes and action items in a crisp and concise manner
Experience establishing and managing relationships with external stakeholders and vendors
Expertise working with Finance, Procurement, Legal, Administration, and Facilities teams

Responsibilities

Organizing documents, maintaining records, relevant policies, agreements, and BU communications (General Administration & Executive Assistance - 30%)
Help prepare strategic drafts and final PPTs for executives (Site Head, Directors, DVPs etc.)
Prepare and send important documents (legal, financial, ops planning etc.)
Manage communications, expense claims, and executive assistance for DVP/Director/Site Head
Manage policy documents and all internal communications (holiday, food etc.) (Day To Day Operations - 20%)
Handle monthly bills and invoices, petty cash, agreements, and maintenance as per schedule
Office management and manage contract employees at site (e.g., Housekeeping, security etc.)
Process creation and improvement for daily small ad hoc and repeating work
Manage employee database, org charts, profiles etc
Office event coordinations, logistics, and visitor management (20%)
Vendor coordination, creations in systems, document uploads etc
Coordination for all internal events/team offsite/visitor management at site - agenda preparation, logistics planning, budget estimation etc
Engage with cross-functional teams for meetings
Project delivery schedule, task trackers, and scope management (Project Management - 30%)
Stakeholder management, risk management
Budget, cost management, MIS (if applicable), templates for standardizations

Skills

Executive Assistance

Document Management

PPT Preparation

Expense Claims

Invoice Processing

Office Management

Vendor Coordination

Event Coordination

Visitor Management

Project Management

Stakeholder Management

Risk Management

Budget Management

MIS

Contract Management

Employee Database

Abbott

Healthcare solutions in diagnostics and devices

About Abbott

Abbott Laboratories focuses on improving health through various medical technologies and health solutions. The company operates in areas such as cardiovascular health, diabetes management, diagnostic testing, nutrition, and neuromodulation for chronic pain and movement disorders. Abbott's products include advanced medical devices and diagnostic tests that help healthcare professionals and patients manage health conditions effectively. For example, their cardiovascular technologies assist in heart health management, while diabetes care products enable accurate glucose monitoring without painful fingersticks. Unlike many competitors, Abbott emphasizes accessibility and affordability in its offerings, aiming to make life-changing technologies available to a broader audience. The company's goal is to positively impact global health and well-being, supported by a commitment to sustainability and a 2030 Sustainability Plan.

Lake Bluff, IllinoisHeadquarters

1888Year Founded

IPOCompany Stage

HealthcareIndustries

10,001+Employees

Risks

Departure of key leader Dr. Adamson may affect Abbott's Heart Failure division.

Integration challenges with Medtronic could impact glucose monitor-insulin pump rollout.

Thermo Fisher's microfluidics expansion may increase competition for Abbott.

Differentiation

Abbott integrates continuous glucose monitoring with automated insulin delivery systems.

Abbott's microfluidic devices streamline diagnostic processes efficiently.

Abbott's neuromodulation products target specific nervous system areas for chronic pain relief.

Upsides

Microfluidic technology offers cost-effective solutions in diagnostics.

Strategic partnerships like Abbott-Medtronic enhance product offerings and market reach.

Significant investments indicate strong market confidence in Abbott's healthcare solutions.

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