Administrative Executive

Zuellig Pharma; Shah Alam; On-site; MYR 38,000 - 60,000; Full time

Job summary

Zuellig Pharma in Malaysia seeks an Administrative Executive to support brand operations and event coordination, ensuring efficient admin workflows and timely vendor engagements.

You will help manage ARIBA approvals, document filing, and distribution of promotional materials while coordinating cross-functional meetings and tracking budgets. Bachelor degree and pharma exposure preferred.

Qualifications

• Bachelor Degree holder with at least 1 year in the pharmaceutical industry.
• Experience in brand operations or marketing support is a plus.
• Strong organization and document management skills are required.

Responsibilities

• Support brand team with events planning and vendor coordination.
• Manage ARIBA processes for PR/PO approvals and payments.
• Filing and document management (e-filing and paper filing).
• Distribute approved promotional materials to sales teams.
• Coordinate internal marketing meetings and minutes with cross-functional teams.
• Assist with A&P tracking and supplier quotations as needed.

Skills

Administrative support

Event coordination

Vendor management

Communication skills

ARIBA

Education

Bachelor's degree

Tools

ARIBA

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.

Purpose of the Role

Administrative Executive support is required to support the improvement of the brand team’s operational efficiency and enable resource and time prioritization for marketers to focus on strategic planning and brand management focus. You will supports expansion of brand operation and administrative work in view of addition of new business and expansion of existing brands activities to drive higher SOV and touch points with HCPs.

What You’ll Do

• Provides brand team support in an efficient, professional manner in the team. This role includes but not limited to: -
• Event planning and coordination, that includes, where applicable, facilitate and manage RFQs, RDAs, material due diligence process management, identifying vendors to solicit quotations (as per procurement SOP) and vendor creation / management; logistic arrangements for meetings (hotels, flight, transportation, meals, etc.; prepare agreements and documents related to events e.g., consultancy agreements, HCO agreements etc;. Events includes both internal and external events for internal ZPT team and/or external (HCOs, PO, societies)
• Vendor management, whereby applicable, facilitate and manage RFQs, RDAs, material due diligence process management, identifying vendors to solicit quotations (as per procurement SOP) and vendor creation / management.
• Managing ARIBA process, to ensure timely approval of PR/PO and manage payment requisitions for approved POs upon completion of work.
• Managing ezFlow processes for key events, that includes initiation and closing on behalf of event owners.
• Filing and documentations (e-filing, paper filing)
• Prepare documents whereby required (such as consultancy agreements, sponsorship agreements, LOUs quotations for hospitals or bumi-agents etc)
• Distribution of approved promotional materials to sales teams (print, digital assets which are non
• Manage redressing work instructions (RWI) for brands. The individual receives all details and instructions from brand owners (marketers) and coordinates the process QA/Supply Chain team to ensure timely submission and initiation of RWI.
• Support brand owners (marketers) with A&P tracking coordination and ensure timely payment request processing and accrual of planned A&P, by ensuring quotations, invoices and accrual documents are submitted timely on behalf.
• Support marketers with operational tracking of key marketing programmes; examples but not limited to VDP, PEP, PSP, etc;
• Plan and coordinate internal meetings for marketing team and cross function teams, that includes calendaring, booking of meeting rooms and meeting conference facilities, and miiutes taking; whereby support is required.
• Whereby required, this role can support marketers, with promotional materials development (digital and non-digital) by managing and overseeing deliverables of material development by vendors approved to undertake the job. Accountability and responsibility still reside with brand owners to ensure timely approval and management of entire promotional material development requirements and process.
• The individual meets or exceeds the tasks assigned within the time frame given, fulfilling the business objectives and adhering to the company’s compliance policies & business directions.
• To promote and adhere to Zuellig Pharma’s core values (aligned with ZP Healthcare guide) when carrying out day-to-day responsibilities and interactions.

Must-Have

What will make you successful

• Bachelor Degree holder with a minimum of 1-year experience within the pharmaceutical industry.

Advantage To Have

• Effective time-management
• Good project management skillset
• Good planning and organization skillset
• Multi-tasking capability
• Strong administrative skill, precision, accuracy, and attention to detail
• Strong teamwork
• Agile mindset and continuous improvement skillset (preferably)

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.