Assistant (Sales, Marketing, Medical, Commercial Excellence)

Zuellig Pharma is 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:

• Manage, organize, and distribute information within the department; answer phone calls and handle general administrative duties.
• Provide administrative support to senior management, including document handling, information preparation, and related inquiries.
• Support the Commercialization in daily operations and assist with general departmental administrative activities.
• Schedule meetings and manage executives’ and team calendars using administrative and scheduling systems
• Plan and coordinate meetings, prepare detailed meeting minutes, and follow up on action items and decisions.
• Assist with day-to-day office operations, including document filing, data organization, and administrative support.
• Perform other administrative tasks as assigned by management.

What You’ll Do :

• Provide administrative support for the daily operations of the Commercialization team and act as the primary point of contact between the team and internal stakeholders
• Support employee onboarding and offboarding processes, including system access and permission management, business card printing, and contact information maintenance
• Manage scheduling, travel arrangements, visitor reception, and general office administrative support
• Handle office supply procurement and support vendor sourcing, comparison, and management.
• Support Commercialization team employee events and collaborate with executives and senior administrative assistants to handle assignments and inquiries from senior management.
• Support the planning and execution of various meetings and events, including monthly meetings, MMS meetings, and Cycle Meetings, covering venue arrangements, equipment setup, refreshments, and related administrative tasks.
• Manage event initiation and closing processes based on senior management instructions and ensure completeness and timely follow up of all required documentation.
• Assist with document stamping processes and establish, maintain, and manage document filing and archiving systems.
• Support and coordinate multiple review and approval processes, including document uploading, review tracking, result communication, final archiving, and maintenance of tracking logs, covering contracts, Promotional Materials, Samples, Demo Goods, FMV, Vendor Forms, Speaker Fees, Purchase Orders, P2P events, and Medical Information.
• Assist in the preparation and consolidation of periodic reports to ensure accuracy and timeliness of information
• Support SOP training record filing, LMS system operations, and prepare administrative and internal/external communication documents, including emails, memos, letters, and forms.

What will make you successful:
Must-Have:

• Proven experience in administrative support, sales support, or office administration roles.
• Solid understanding of corporate administrative processes, office management systems, and internal procedures, with the ability to work independently and improve operational efficiency.
• Proficient in operating office equipment (e.g., printers, fax machines), with the ability to troubleshoot basic issues.
• Advanced proficiency in Microsoft Office applications, particularly Excel and PowerPoint, with strong data organization and presentation skills.
• Excellent time management and planning skills, with the ability to prioritize tasks and manage multiple assignments effectively.
• Highly detail-oriented with strong analytical thinking and problem-solving capabilities
• Strong written and verbal communication skills in both English and Chinese, with the ability to interact effectively across different organizational levels.
• Mature, proactive, and service-oriented personality with strong interpersonal and stakeholder management skills.
• Bachelor’s degree or above required.

Advantage to Have:

• Additional certification or qualification as an Administrative Assistant or Secretary is a plus.

What we offer:

• 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.
• Enjoy the flexibility to effectively balance your work and personal life while taking charge of your career journey through our empowering growth opportunities.
• Our Total Rewards program is designed to support your overall well-being in every aspect.

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