Associate Project Management - Executive Assistant

**Career Category** ------------------- Administrative **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 · **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) .