Job Openings

Admin Assistant/Events Coordinator

Job ID: BH344967

Category: Event Management, Administrative Assistant

Specialty: Administrative

Summary:

Position requires interaction with senior management levels within the company and contact with external clients.

Administrative Assistance:

  • Provide administrative support, including calendar/ agenda management, travel and expense management, office supply maintenance and handling additional projects/requests.
  • Assist with international and domestic travel arrangements.
  • Assistance of staff meetings, organizing agenda, documentation, ordering catering, taking notes at team meetings and other critical gatherings.
  • Collect and organize written and electronic information maintaining overview of deadlines and active follow up with team on going open points.
  • Coordinate onboard process for new associates.
  • Provide support on conducting procurement of services, resources, facilities and vendors, using existing Alcon preferred or internal suppliers.
  • Issue purchase requisitions, supply orders, process invoices for payment and submit contracts in the Upside contract management system.
  • Create and submit business expense reports.
  • Assisting the team on follow up any type of expenses and track expenses in the internal database.
  • Translate presentations, letters and no complex materials.
  • Perform business administrative activities and other related duties as assigned

Events Coordinator:

  • Responsible for coordinate the meeting and all execution steps, following all MEMS guidelines and comply with any company standards not limited to: templates, meeting execution, the lens, promotional material and close reports.
  • Support meeting manager/ owners on requests for the Regional Events and HCP Interactions, which includes the approval process for hiring health care professionals, in accordance with state and federal reporting requirements) and Alcon policies.
  • Based on a briefing request, content provided and use of existent templates, brief Alcon creative services to develop meeting material, such as – agenda, videos; Populate information on save-the-date, invitations, badges, brochures, banners etc.
  • Provide support on conducting procurement of services, resources, facilities and vendors, using existing Alcon preferred or internal suppliers.
  • Issue in SAP purchase requisitions as required and submit contracts in the Upside contract management system.
  • Provide meetings on-site coordination.
  • Travel may be required.
  • Perform other related meeting/ events administrative duties as assigned.

Skills:

  • Fluent in English and Spanish and/or Portuguese.
  • 3+ years Administrative experience supporting managers.
  • At least 3 years of professional experience in events/ meetings coordination.
  • Proven very good skills in using Microsoft Office applications (Word, PowerPoint, Excel, Outlook), SAP-Concur, Gyzmo Survey, Mentimeter/ Slidos tools, SharePoint, WeBex events, Zoom Professional Platform, C-Vent and any other or proprietary online meetings support platform.

 

Requirements:Skills: Fluent in English and Spanish and/or Portuguese. 3+ years Administrative experience supporting managers. At least 3 years of professional experience in events/ meetings coordination. Ability to work independently, managing multiple tasks and deadlines, demonstrating a sense of urgency and proactiveness. Problem-solving skills required. Excellent communication skills (written and oral). Proven very good skills in using Microsoft Office applications (Word, PowerPoint, Excel, Outlook), SAP-Concur, Gyzmo Survey, Mentimeter/ Slidos tools, SharePoint, WeBex events, Zoom Professional Platform, C-Vent and any other or proprietary online meetings support platform. Education: Bachelor's degree

The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Type: Temp/Contract

Location: Fort Worth, Texas