Associate Project Management - Executive Assistant

Responsibilities

Reporting to the General Manager of Maghreb Cluster, the Associate Project Management the serves as the primary point of contact for one or multiple departments, coordinating day-to-day administrative and operational activities:

I.I. Office Administration & Operations Coordination

• Office Management & Administration (Office Management/Admin, IS & IT, Telecommunications)
• Office Purchasing & Supplier Management, including vendor coordination and follow-up
• Administrative Management, including purchase orders (POs), invoicing, and payment processing
• Third Party Partner Coordination on administrative and operational matters
• Office Network & Facilities Management, including office rent and infrastructure follow-up
• Meeting & Event Coordination, including cycle meetings and other Leadership Team–related events
• IT Equipment & Material Management, including purchasing and asset follow-up
• IT Coordination, acting as liaison between IT MEA and external IT service providers
• New Hire IT Setup, ensuring availability and security of IT equipment
• Telecommunications Management, including voice and data services (Ooredoo), follow-up, and payments
• Administrative OpEx & Budget Management, including tracking and reporting

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Minimum Requirements

• University Diploma
• Minimum 3 to 5 years related experience in administrative support role
• Experience using MS Office tools
• Fluency in local language and English

Preferred Requirements

• Experience in similar or related disciplinary and/or international environment
• Basic knowledge of the function/business area supported such as safety, sales, customer service, etc.
• Familiarity with terminology of area supported such as Marketing, Medical, Clinical Research, Logistics etc.

Communication & Interpersonal Skills

• Communicates clearly, accurately, and effectively, both verbally and in writing
• Adapts communication style to suit different audiences, including regular interaction with executives, stakeholders, and external partners
• Builds and maintains effective working relationships across teams and functions

Language Skills

• Proficient in English (written and spoken)

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Career Category

Administrative

II – Internal Communication

• Drive internal communication initiatives to enhance alignment and employee engagement
• Produce and edit high-quality internal newsletters with a strong focus on clarity and impact
• Provide direct communication support to the General Manager for official announcements and

III. GM & Leadership Team Support / Governance

• Provide high-level administrative and organizational support to the General Manager (GM) and Leadership Team (LT)Coordinate cross-functional projects and initiatives as required
• Organize and support Leadership Team meetings, Business Reviews, Town Halls, staff events, internal events, and all GM-led meetings (e.g., Coffee Connect)Manage GM and LT calendars, including scheduling, prioritization, and coordination of meetings
• Arrange travel and logistics for the GM and prepare expense reports as required
• Maintain and regularly update distribution lists, contact databases, and personnel records
• Coordinate mailings, courier services, and deliveries
• Organize local and international internal and external meetings, including travel arrangements, meeting logistics, and visitor accommodations
• Manage meeting room logistics, including room bookings, catering, and audiovisual/equipment requirements
• Prepare all meetings agendas

IV. Cross-Functional & Team Support

Works closely with cross-functional teams to ensure smooth administrative execution and compliance, including:

• Coordinating team expenses (NDF & BIZ HRS) with Amgen staff and ALPHAREP
• Preparing and following up on G50 monthly statements
• Supporting the Regulatory Affairs (RA) team, including POs and payments related to RA fees
• Leading office management activities, ensuring smooth daily operations
• Ordering office supplies and arranging related purchase orders
• Proactively supporting the preparation of presentations, cluster newsletters, and internal communications
• Managing administrative aspects of relationships with external experts, vendors, and service providers

Organization & Execution

• Demonstrates strong organizational and time-management skills while balancing multiple priorities and stakeholders
• Applies a high level of attention to detail in all activities
• Ensures adherence to policies, processes, and procedural requirements

Service Orientation & Teamwork

• Demonstrates a strong service-oriented mindset and commitment to operational excellence
• Leads by example in promoting collaboration, teamwork, and a positive work environment

Adaptability & Learning

• Shows flexibility and openness to change in a dynamic environment
• Demonstrates a willingness to learn new tools, processes, and ways of working