1. Policy compliance
1) Manage processes involved in implementing company policies and
regulations.
2) Make sure department compliance with company policies (i.e. ex-
pense accounts, holidays, overtime, sick leave, . . .)
3) Monitor and help implementing changes in marketing relevant regula-
tions and policies of Novartis (NP4 / G3 etc.)

2. Organize Meetings
1) Reserve meeting rooms
2) Organizing and preparing agendas
3) Write meeting minutes
4) Maintenance of relevant databases for meetings and meeting docu-
ments.

3. Manage correspondence /databases / documentation
1) Screen, sort and distribute department internal and external corres-
pondence.
2) Classify department heads correspondence.
3) Sent packages and documents by messenger (DHL…)
4) Maintain relevant databases.
5) Assist with expense reimbursement for department head and depart-
ment team.
6) Manage all files and documentation with department head.

4. Coordinate communications within function
1) Answer all telephones for CD, make photocopies, send faxes.
2) Gatekeeper for telephone calls, replies messages and greets visitors.
3) Inform all department members of decisions made.
4) Ensures flow of information within department
5) Coordinate agendas of department
6) Control vacation days and keep travel overview for department team.

5. Manage travel arrangements
1) Make and confirm all travel plans for department head and depart-
ment team (airline reservations, hotels, rental cars, pick-ups, curren-
cies, . . .)
2) Arrange for travel visas

6. Control expenses of cost center
Maintain control of department expenses and follow-up commitments.

7. Prepare presentations in MicroSoft Office (Ex-
cel/PowerPoint/Word/Access)

Graphically design and prepare presentations for CD in appropriate soft-
ware programs.

8. Control materials
1) Prepare and control materials for department.
2) Operates all office equipment.
3) Prepare annual fixed assets management proposal and ute
against on the approval plan


9. Promotional activity support
1) Ensure on-time distribution of promotional aids and materials to re-
gions
2) Warehouse management to minimum warehouse cost for promotional
aid and materials in headquarter
3) Follow up headquarter ACC/MCC approval process for all central /
regional promotional activities, ensure on-time approval
4) Support central brand team in organizing selected important promo-
tional events


10. On board & off board management
Logistic management of on board / off board process of team members

11. Cross functional communication and coordination
Communicate with cross functions, i.e. finance, purchasing, legal, etc., to
ensure smooth progress of related process for the brand