Marketing & Medical Assistant - ADC - Madrid

Job description

JOB DESCRIPTION: Primary Objective of Position The Marketing & Medical Assistant provides operational, administrative, and coordination support to the Marketing and Medical teams, ensuring the effective execution of marketing initiatives, and medical activities across the portfolio. The role supports day-to-day operations, including the coordination of projects, scientific events, documentation, and materials, enabling timely, consistent, and high-quality delivery. Acting as a key link between Marketing, Medical, Sales, and external agencies, the position ensures smooth collaboration among stakeholders, compliance with internal and external standards, and efficient implementation of initiatives. Major Accountabilities · Act as a primary coordination point between Marketing, Medical, coordinating also if necessary sales activities with agencies/external vendors ensuring smooth communication and timely execution of activities. · Manage and maintain brand assets, marketing and medical materials, and internal repositories (e.g., SharePoint, Teams, Veeva), ensuring accuracy and accessibility. · Support the preparation, coordination, and tracking of marketing and medical materials and deliverables. · Coordination and execution of end-to-end administrative logistics and documentation for congresses, symposiums workshops, product trainings, Advisory Boards, and scientific meetings, (including venues, travel, materials, registrations), ,and post-event documentation · Liaise with agencies and suppliers to ensure timely delivery of materials and services in line with project requirements. · Support purchase orders, invoicing processes, vendor onboarding, budget tracking and audit processes · Consolidate meeting minutes, key learnings, and action plans to ensure proper follow-up and alignment. Manage department calendars, meeting scheduling, and logistical arrangements for cross-functional team meetings · Support internal communications, including updates, reminders, and distribution of materials to relevant stakeholders. Manage and control promotional material inventory across office and warehouse locations. Coordinate and resolve inquiries and operational issues raised by the sales force related to Marketing and Medical activities, ensuring timely communication, alignment, and effective stakeholder support Education Preferably degree in Business, Administration, or related fields. Minimum 3 years´ experience and success in a similar position as management assistant. Excellent oral and written communication skills in Spanish, English, and other languages may be useful. Excellent knowledge of and experience with the MS Office Suite Background Ability to take initiative, prioritize and flexibly switch between tasks Accurately with an eye of detail. Proven organizational skills combined with commitment. Good interpersonal skills and cultural awareness. Strong communication skills and the ability and confidence to work effectively in a team and to establish and maintain good working relationships with respect to alI levels of staff and external parties. Self-motivation and ability to work without close supervision and under pressure. Flexible to react appropriately to different situations. Develops optimal ways to achieving goals, manages own time. Follows up for responses or feedback to close issues on time. Ability to embrace, represent, and promote the Abbott Mission and Culture within and outside the organization. Impact of position It gives support to the marketing/medical department, providing efficient quality service to both, and internal and external customers. Can work independently, take initiative and solve problems during absence of a supervisor. Develops optimal ways of achieving goals; manages own time. Works with the manager towards goal achievement. Reviews milestones with management; seeks guidance in the most complex issues. Handles all tasks efficiently; applies a clear understanding of the function The base pay for this position is N/AIn specific locations, the pay range may vary from the range posted. JOB FAMILY:Administrative Support DIVISION:ADC Diabetes Care LOCATION:Spain > Madrid : Quintanavides ADDITIONAL LOCATIONS: WORK SHIFT:Standard TRAVEL:No MEDICAL SURVEILLANCE:Not Applicable SIGNIFICANT WORK ACTIVITIES:Not Applicable