Sr. Executive Assistant

3803 Viatris Egypt S.A.E

At VIATRIS, we see healthcare not as it is but as it should be. We act courageously and are uniquely positioned to be a source of stability in a world of evolving healthcare needs.

Viatris empowers people worldwide to live healthier at every stage of life.

We do so via:
Access - Providing high quality trusted medicines regardless of geography or circumstance;
Leadership - Advancing sustainable operations and innovative solutions to improve patient health; and

Partnership - Leveraging our collective expertise to connect people to products and services.

Every day, we rise to the challenge to make a difference and here’s how the Senior Executive Assistant & Facilities Specialist role will make an impact:
Reports to: Site Leader

Key responsibilities for this role include:
Executive Administrative Tasks
- Ensure the smooth-running of site leader office.
- Maintain diary, arrange meetings and appointments, and provide reminders.
- Handle correspondence directed to site leader.
- Make travel arrangements and detailed travel itineraries.
- Take dictation and minutes and writing them up subsequently.
- Produce reports and presentations as needed.
- Develop and carry out an efficient documentation and filing system.
- Issue purchase orders as needed.
- Coordinate events with selected team members as and when required.
- Plan, coordinate, and arrange site town hall meetings.
- Coordinate Site Visits
- Prepare and communicate site calendar covering major site events & international days.
- Develop and rollout site surveys as needed with support of site leader and site leadership team.
- Internal Communication: (both Arabic and English)
- Organizational Announcements
- Translate and communicate global news and messages
- Responsible for site newsletter
- Responsible for site Internal digital signage system: maintenance, content & media, and broadcast.
- Comply with all Viatris policies.

Integrated Facility Management Tasks
- Manage the administration and execution of facility service contracts, including:

- Housekeeping and janitorial services
- Landscaping
- Catering (Cafeteria)
- Pest Control
- Courier Services
- Employees’ Transportation
- Laundry
- Define business KPIs with targets for different facility service providers.
- Conduct a regular performance evaluation for service providers.
- Collaborate with procurement for facility services’ contracts renewal along with timed escalation of service issues.
- Manage in-house facility services, including:

- Food & Beverage Supply Points (Kitchenette)
- Courier Services (Drivers)
- Site Garage parking lots assignment
- Manage workplace strategies in terms of branding, implementation of office changes, moves, adds including office furniture & space utilization.
- General plant maintenance for non-GMP areas:

- Develop a standard RACI matrix for different maintenance activities (electrical, mechanical, civil, and domestic).
- Work with third party service providers to complete needed maintenance.
- Maintain buildings, offices, and outside areas in a good condition.
- React on a timely manner to IPOs related to general maintenance in non-GMP areas.
- Maintain relevant facility licenses and permits in a valid status. Work and collaborate with relevant stakeholders (internal and external) to renew expired license and permits before reaching a point that could risk facility operation.
- Act as the point of contact with communication service provider to support employees with their requests (e.g., SIM Cards, broadband routers, roaming services, invoices,etc.)
- Conduct regular employees’ experience surveys to ensure provided facility and workplace services are satisfactory.
- Ensure all Environmental, Health, and Safety (EHS) requirements are fulfilled while services in scope are provided either in-house or through third parties.
- Develop and maintain operational budget while ensure spending is within approved budget.
- Achieve budget savings through CI projects and collaboration with procurement. Focus on cost saving opportunities without compromising provided services.

The minimum qualifications for this role are:

- 3-5 years of experience in administrative & facility management.
- A relevant university degree.
- Proficiency in English.
- High level verbal and written communications skills.
- Excellent knowledge of MS Office.
- Excellent time management skills.
- Good project management skills.
- Well-developed organizational skills.
- Attention to details.
- Timed action.
- Timed escalation.
- Professional discretion & confidentiality.
- Agile for learning new processes.

At Viatris, we offer competitive salaries, benefits and an inclusive environment where you can use your experiences, perspectives and skills to help make an impact on the lives of others.

Viatris is an Equal Opportunity Employer.