Associate Project Management - Executive Assistant

Career Category

Job Description

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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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

Qualifications

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.

Competencies

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

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

Language Skills

• Proficient in English (written and spoken)