Administrator/Executive Assistant

Our client in the pharmaceutical industry is looking for an experienced and reliable Administrator/Executive Assistant to join their team. They will undertake administrative tasks, ensuring the rest of the staff has adequate support to work efficiently. The tasks will include customer service and administration. The ideal candidate will be competent in prioritizing and working with little supervision. They will be self-motivated and very welcoming.

Responsibilities
Administration;
• Coordinate office activities and operations to secure efficiency and compliance to company policies
• Manage phone calls and correspondence (e-mail, letters, packages etc.) prioritizing urgent matters.
• Support budgeting and bookkeeping procedures
• Create and update records and databases with personnel, financial and other data
• Track stocks of office supplies and place orders when necessary
• Submit timely reports and prepare presentations/proposals as assigned

Customer service;
• Provide accurate product and service information to customers.
• Assist customers with placing orders, troubleshooting issues, or following up on services.
• Resolve customer complaints or concerns in a prompt and effective manner.
• Record customer interactions in the CRM system.
• Process returns, exchanges, and refunds as necessary.
• Collaborate with other departments to resolve customer issues or escalate concerns.
• Follow up with customers to ensure satisfaction after resolving issues.
• Maintain a high level of product knowledge to provide excellent service.

Executive Assistance
• Manage the executive’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare and organize agendas, presentations, and reports for meetings.
• Handle confidential and sensitive information with professionalism and discretion.
• Act as a liaison between the executive team and internal/external stakeholders.
• Assist with event planning, including executive-level meetings and conferences.
• Coordinate and track action items from executive meetings.
• Prepare expense reports and manage budgets for executive travel.

Requirements & Qualification
• Proven experience as an office administrator, office assistant, executive assistant or relevant role
• Degree in Business Administration or relevant field is preferred
• Qualifications in secretarial studies will be an advantage
• Outstanding communication and interpersonal abilities
• Excellent organizational and leadership skills
• Great personality and very welcoming
• Ability to prioritize tasks and handle multiple projects efficiently.
• A high level of discretion and confidentiality.
• A proactive, self-motivated individual with strong problem-solving skills.
• Familiarity with office management procedures and basic accounting principles
• Excellent knowledge of MS Office and office management software (ERP etc.)
• Qualifications in secretarial studies will be an advantage.