Administrative Assistant

Zuellig Pharmais a leading healthcare solutions company in Asia, and our purpose is to make healthcare more accessible to the communities we serve. We provide world-class distribution, digital, and commercial services to support the growing healthcare needs in this region.

The company was started a hundred years ago and has grown to become a multibillion-dollar business covering 17 markets with over 12,000 employees. Our people serve more than 200,000 medical facilities and work with over 450 clients, including the top 20 pharmaceutical companies in the world.

Purpose of the role

Supports executive management in supporting the efficient operation of accounts and executives handled. Assists and performs transactional, complex and confidential administrative and clerical support duties for assigned ExCom Member with required confidentiality to ensure that company/functional goals and objectives are met and day to day operations run smoothly.

What you'll be doing

Calendar Management and Office Administration

• Manages and schedules calendar and ensures no conflicting schedule

• Coordinating appointments and team meetings, booking conferences, travel arrangements and catering when necessary.

• Provides support to the GM/President as needed

Records Management

• Assists in the preparation of regular/standard scheduled reports, dashboards, payments and expense reimbursement and medical reimbursements of the Immediate Head. Ensure that proper handling of necessary documents to support functions and reports submission requests following agreed timelines.

• Supports Executive for External Meeting/Vendor Management arrangements as needed

• Ensures inventory of office supplies and safeguards availability and supply needs.

Business Correspondence

• Handles and screens all queries, incoming calls and other communications including business correspondence, Memos and inbound/outbound electronic and paper communications assigned by Executive.

• Works closely other functions and Admin Assistants to ensure smooth business transactions related to account handled.

• Drives communication dissemination and compliance for all business-related information.

Employee/Team Engagement

• Supports and drives Employee Engagement activities representing the function handled. Organize function communication and plan events (internal and offsite) as needed.

Legal/Other Tasks

• Ensures that Legal is compliant with the Data Privacy Act of 2012 and ISMS 27001:2022

• Ensure and maintain proper filing, inventory and records of legal documents such as contracts, etc.

• Processes payments to external law firms and third-party vendors

• Prepares demand letters and ensures that accounts that require legal action or litigation, are handled properly within a reasonable timeframe

• Monitors the collectionaccounts which are tagged under Legal

• Monitors and coordinates with external lawyers regarding legal matters

• Provides support in updating SOPs and other forms when needed

Other relevant tasks which may be assigned from time to time.

What we're looking for

• Graduate of any 4-yr Diploma course, preferably Political Science or Legal Management

• With at least 2-3 years' experience in administrative roles, handling middle/upper management

• Strong time-management skills, and ability to organize and coordinate/liase with management/employees of different levels

• Proficiency with office productivity tools and aptitude for learning new software and systems

Attributes Required:

• Exceptional Organizational Skills

• Time Management

• Communication skills (Oral and Written)

• Stakeholders Management & Interpersonal Skills

Why Join Zuellig Pharma:

• We are committed to fostering an inclusive environment where our employees can learn, grow, and achieve shared success.

• We champion diversity, equity, and inclusion, ensuring every individual feels valued, respected, and treated fairly.

• As a leading multi-market healthcare solutions provider, we empower our employees to gain comprehensive knowledge and expertise in the dynamic healthcare industry across the region.

• Our Total Rewards program is designed to support your overall well-being in every aspect.