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

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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)

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