About Us
Novugen is a wholly owned subsidiary of SciTech International, a UAE-based group with over 30 years of experience in the healthcare industry. We specialize in venturing into strategic healthcare businesses and developing world-class healthcare facilities across the globe. With operations in multiple countries across continents, our global presence and expertise empower us to meet the complex challenges of delivering hard-to-source, technology-intensive pharmaceutical products to market.
Our manufacturing facilities in Bandar Enstek, Negeri Sembilan, are the first USFDA-approved pharmaceutical manufacturing facilities in Malaysia and Southeast Asia. We are also the first pharmaceutical company in the region to be vertically integrated from R&D to manufacturing, giving us greater control over the supply chain and reflecting our commitment to meeting a wide range of stringent regulatory standards.
At Novugen, we are united by a shared vision, with a team of talented individuals from diverse backgrounds and nationalities working together towards one common goal. We are driven by a passion for science and innovation, striving to accelerate the launch of pharmaceuticals that lack robust generic alternatives due to their complexity. Our continued investment in R&D and dedication to excellence aim to provide early access to affordable, high-quality medicines, impacting lives across the world.
Together, we are shaping the future of healthcare and changing lives everywhere.
About the Role
The Associate Executive, Secretary (Assistant to the CEO Office) provides strong administrative support to the Senior Associate Manager, Corporate - CEO Secretariat and ensures seamless execution of directives from CEO & Executive Committee (EC) Leadership. The incumbent will oversee filing and archiving management system; communication and correspondence curation; travel booking arrangements; meeting/conference room setup; and corporate event planning. This role demands a high level of confidentiality and the ability to work independently while maintaining a strong collaborative spirit.
Key Responsibilities
- Serve as a liaison and provide comprehensive administrative support to the Senior Associate Manager in the CEO Office, as well as to the CEO and EC leadership team.
- Maintain an organized filing, archiving, and database management system including business partner and customer contact databases for the CEO Office.
- Manage travel requisitions and visa applications, including initiating visa processes, booking flights and accommodations, and coordinating comprehensive ground logistics for the CEO and EC members.
- Coordinate and manage calendars, appointments, meetings, and events for the CEO and EC members.
- Arrange meeting logistics, including meeting room reservations, conference call facilities, amenities, and refreshments for the CEO and EC leadership; record and follow up on meeting minutes as needed.
- Welcome and attend to visitors, guests, and clients during functions, corporate visits, and off-site meetings.
- Draft correspondence and handle internal and external communications, including with government agencies and embassies.
- Maintain the master contact lists for the business partner and customer databases for the CEO office.
- Arrange festive and special-occasion gifts for the CEO's personal guests and VIPs.
- Provide personal support for the CEO and EC members, including arranging and monitoring the personal driver's schedule and validating overtime claims, as required.
- Collect and compile requested data and information from various departments.
- Support the organization of corporate events as required.
- Assist the CEO Office with ad hoc projects and research as needed.
- Provide support on personal matters for the CEO and EC members, if required.
- Perform any other ad hoc tasks assigned by management.
About You
- Bachelor Degree or Diploma in Private Secretarial, Business Studies/Administration, Business Management or equivalent.
- Possess 1–2 years of relevant progressive experience in administrative or secretarial roles supporting senior management. Fresh graduates are also encouraged to apply.
- Experience in VISA processing will be added advantage.
- Professional proficiency in both written and spoken English is a must.
- Demonstrated ability to communicate, present and influence credibly and effectively to both internal and external stakeholders
- Highly organized, able to multitask and manage competing priorities, with strong attention to detail and accuracy.
- Familiarity with social media platforms, digital marketing tools and trends is an advantage
- Versatile and resilient, ability to stay positive in high-pressure and ambiguous environments and work towards delivering results
- Ability and willingness to work beyond standard office hours when required, and collaborate effectively in a fast-paced, team-oriented environment.
- Proficient in Microsoft Office Suite
