Administrative Executive (1 year contract)

Zuellig Pharma; Shah Alam; On-site; MYR 36,000 - 60,000; Full time

Benefits offered by this job

Inclusive environment

Diversity & inclusion

Healthcare industry knowledge

Work-life balance

Total Rewards

Job summary

Zuellig Pharma, a leading healthcare solutions company in Asia, is seeking an Administrative Executive to support the brand team’s operational efficiency and streamline marketing administration. You will support expansion of brand operations and coordinate activities to enhance brand presence with healthcare professionals.

You will handle events, vendor management, procurement (ARIBA), ezFlow workflows, filing, and distribution of approved materials to sales teams.

Qualifications

• Bachelor's degree in a related field is required.
• Pharmaceutical industry exposure is preferred.
• Strong organizational and communication skills.

Responsibilities

• Plan and coordinate events, manage RFQs/RDAs, vendor quotations and vendor setup.
• Facilitate vendor management and procurement processes per SOP.
• Manage ARIBA PR/PO approvals and payments for completed work.
• Handle ezFlow workflows for events and filing/document management.
• Prepare consultancy, sponsorship documents and LOUs as needed.
• Distribute approved promo materials to sales teams.
• Coordinate RWI with QA/Supply Chain for timely submissions.
• Support A&P tracking and accruals with quotations and invoices.
• Track marketing programmes (VDP, PEP, PSP) and report status.
• Plan internal meetings, calendar, room bookings and minutes.

Skills

Time management

Project management

Planning & organization

Multi-tasking

Administrative skills

Teamwork

Agile mindset

Education

Bachelor's degree (pharma exp preferred)

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.