Admin Assistant

Catafago

We are seeking a highly organized and proactive Admin Assistant to support our executive leadership team in a dynamic and fast-paced pharmaceutical environment. The ideal candidate will have exceptional communication skills, a keen attention to detail, and experience in handling confidential information. This role requires a high level of professionalism and the ability to manage multiple priorities efficiently.

Education & Years of Experience

Bachelor s degree preferred; equivalent experience may be considered.

5+ years of experience as an Admin Assistant, preferably in the pharmaceutical, biotech, or life sciences industry.

Strong understanding of pharmaceutical terminology and operations is a plus.

Proficient in Microsoft Office Suite, calendar management tools (e.g., Outlook, Google Workspace), and collaboration platforms (e.g., Zoom, Microsoft Teams).

Excellent organizational, written, and verbal communication skills.

Ability to prioritize tasks and manage time effectively in a fast-paced environment.

High degree of discretion, integrity, and professionalism.

Languages

Arabic & English, French is a plus

Computer Knowledge

Office Productivity Software

Microsoft Office Suite (expert-level skills):

o Outlook email, calendar scheduling, meeting coordination

o Word document formatting, official correspondence, reports

o Excel data entry, basic formulas, charts, tracking budgets or project timelines

o PowerPoint creating and formatting executive-level presentations

Familiarity with electronic filing systems and document version control

Knowledge of tools like:

o SharePoint

o DocuSign

o Dropbox for Business

o Google Workspace (Docs, Sheets, Drive)

Competencies and skills

Experience supporting C-level executives or board members.

Ability to work independently and handle sensitive business matters with confidentiality.

Duties & responsibilities

Provide high-level administrative support to senior executives, including calendar management, travel coordination, and meeting preparation.

Coordinate internal and external meetings, including agenda creation, minute-taking, and follow-up actions.

Assist in the preparation of presentations, reports, and documentation, particularly those related to regulatory compliance, clinical trials, and board meetings.

Liaise with internal departments such as regulatory affairs, legal, and finance on behalf of executives.

Manage confidential and time-sensitive information with discretion.

Organize and maintain executive files, records, and correspondence.

Support project management activities and track timelines for executive-level initiatives.

Communicate with key stakeholders, including board members, investors, external partners, and regulatory bodies.

Handle expense reporting, invoice processing, and procurement tasks as needed.

Participate in event planning for executive off-sites, investor meetings, and internal town halls

Undertake tasks as required by the management