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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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)