Administrative Executive

Zuellig Pharma; Selangor; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading healthcare solutions provider in Malaysia is seeking an Administrative Executive to support the Marketing Department. The role involves providing administrative assistance, coordinating meetings, and ensuring compliance in financial processes. Candidates should hold a Diploma in Business or related fields with at least 3 years of experience in administrative roles, alongside strong stakeholder management and communication skills. This position offers opportunities for growth in a dynamic healthcare environment.

Benefits

Comprehensive knowledge in healthcare

Flexibility for work-life balance

Total Rewards program for overall well-being

Qualifications

• Minimum of 3 years working experience in secretarial and/or executive administrative roles.
• Proven ability to manage stakeholders effectively.
• Experience in coordinating inter-departmental activities.

Responsibilities

• Provide administrative support for the Marketing Department and other internal teams.
• Coordinate business meetings and manage scheduling.
• Assist with marketing execution for assigned brands.
• Ensure compliance in procurement and financial processes.

Skills

Stakeholder Management

Strong communication skill

Highly organized

Attention to detail

Teamwork spirit

Education

Diploma in Business, Marketing, or related field

Job description

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. (To keep this info about Zuellig Pharma unchanged).

Purpose of the Role:

Administrative Executive provides administrative support in an efficient, professional manner, for his / her team/department, for his/her assigned portfolio (brands), and supports Marketing Department such as internal cross-function teams’ administrative needs and/or with external stakeholders (such as principals); for example, but not limited to, planning, and coordinating internal CFT alignment meetings/discussions/minutes taking. He/She interacts with both internal and external contacts to coordinate the accomplishments of inter-departmental/organization business needs. He/She meets or exceeds the tasks assigned within the time frame given, fulfilling the business objectives and adhere to the company policies & business direction.

What You’ll Do:

• Responsible for department and brands’ marketing execution and support role for assigned brands.
• Support the execution of both internal and external marketing and/or sales activities (online or offline; virtual and/or physical) for his/her assigned portfolios (brands), and not limited to marketing and/or sales force promotional activities, events, seminars, and product launches.
• Ensure timely approval of procurement and financial processes, for examples but not limited to ARIBA, PR/PO requests; new vendors’ creation; due diligence, accruals of department and/or brands A&P; with right supporting documents.
• Manage and monitor samples management conversion and tracking.
• Manage and assign serial numbers for approvals of marketing activities; for example, but not limited to; promotional requisitions; pricing approval.
• Coordination with approved company’s vendors for effective, efficient, and compliant deliveries.
• Plan, schedule business meetings for department and/or inter-department. For examples but not limited to cycle sales meeting, brand plan reviews, MMR, department meetings, inter-department meetings (CFT).
• Support marketing department to prepare business reports and/or data/plans; compilations by planning, coordinating with team members within department and/or inter-departments (cross function teams. For examples, but not limited to reports or business meetings such as A&P brands tracker; MMR (Monthly Performance Call), governance meetings or meetings with principals, SPARK brand planning, cycle sales meeting; etc.
• Manage department share-points and folders, which include but not limited to creating, maintaining, spring-cleaning, and assigning user-access rights to maintain firewall and high confidentiality of access to business information related to brands, business, principals and/or organization.
• Support internal and external meetings through effective meeting planning including setting up meeting logistics, building agendas, preparing presentations, and documenting confidential key decisions and follow up.

Other administrative support:

• Maintains good working order to all business correspondences, project updates and follow-up, record and administrative facilities which include mail, fax distribution, filing and document keeping for the assigned portfolio/team.
• Plan and carry out other duties effectively as may be required by the assigned portfolio/team and undertake any ad-hoc related projects to achieve business needs and objectives. For example but not limited to, participating in company national sales conference meetings, cycle sales planning meetings; etc.

In carrying our key roles and responsibilities as outlined as above, he or she agrees to adhere to and practise Zuellig Pharma’s core values when carrying out day-to‑day responsibilities and interactions.

What will make you successful:

Must-Have:

• Minimum a Diploma holder in Business, Marketing or related with
• Minimum of 3 years working experience in secretarial and/or executive administrative experience.
• Stakeholder Management

Advantage to Have:

• Continuous improvement and agile mindset capabilities to initiate process improvement changes within department, team members and/or with inter-department (cross function).
• Highly organized with the ability to multi-task.
• Strong administrative skill, accuracy and attention to detail.
• Strong communication skill (both verbal and written).
• Strong teamwork spirit.

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.