Business Unit Assistant

Description

• Event & Stakeholder Management
• Lead end-to-end planning, coordination, and execution of internal and external events
• Manage event operations via internal systems (e.g., Veeva, Ariba, Concur) Event creation & approval workflow Vendor coordination PO creation and invoice tracking
• Ensure compliance with internal SOPs, financial and regulatory requirements
• Coordinate with cross-functional stakeholders (e.g., Commercial, Medical, Finance, Procurement, Legal, Compliance)
• Monitor timelines, proactively resolve issues, and ensure seamless event execution
• Maintain audit-ready documentation and support post-event closure
• Business Operations Support
• Act as a central coordination point across functions for operational activities
• Ensure smooth execution of operational workflows across stakeholders
• Communication & Coordination
• Prepare and send organizational communications and updates
• Ensure effective information flow across stakeholders
• Support cross-team alignment and coordination within the Hub
• BUD support
• Calendar and meeting coordination
• Travel arrangements and expense claims
• Document preparation and correspondence
• Budget & Financial Management
• Track and monitor spending for supported activities
• Manage accruals, reconciliation, and financial documentation
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Qualifications

• Bachelor’s degree in Business Administration, Finance, or related field
• 3–5 years of experience in administration, operations, or event management

Skills & Competencies

• Strong event/project management capability
• High attention to detail and compliance mindset
• Strong stakeholder management and communication
• Ability to manage high workload and multiple priorities
• Proficiency in MS Office; experience with enterprise systems (e.g., Veeva, Ariba, Concur) is preferred
• Good English and Vietnamese communication