Associate Project Management - Executive Assistant

## Career Category
Administrative
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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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