Senior Associate Manager, CEO Office

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 Senior Associate Manager, CEO Office plays a pivotal role in providing high-level administrative and strategic support to the CEO and the Executive Leadership team. This position manages the CEO's schedule as well as Corporate Affairs.

Key Responsibilities:

1.
Calendar, Schedule & Time Management

• Manage, prioritise, and optimise the CEO's calendar: meetings, appointments, deadlines, travel, etc.
• Ensure the CEO's time is allocated according to strategic priorities.

2. Communication & Correspondence

• Serve as a point of contact/liaison between the CEO and internal stakeholders, external partners, government agencies, clients, Board, etc.
• Screen, prioritise, draft, proof-read, and respond to emails/calls/messages on behalf of CEO.
• Develop high-quality PowerPoint presentations, business reports, and visual dashboards for CEO meetings with the Board, leadership team, investors, regulators, and external stakeholders.

3.
Meeting & Event Coordination

• Organise internal and external meetings including logistics, agendas, meeting material including presentation deck, and virtual setup.
• Minute taking and tracking of action items.
• Planning of high-visibility events, retreats, board meetings, or offsite leadership meetings.

4.
Travel & Logistics

• Arrange all travel (domestic and international): flights, accommodations, visas, ground transportation.
• Prepare detailed itineraries.

5.
Project & Initiative Support

• Track CEO's strategic initiatives, special projects, and key deliverables.
• Assist CEO in monitoring the progress and performance of overseas subsidiary company projects, to ensure alignment with overall corporate strategy.
• Assist with research, data collection, analysis to support CEO decision-making.

6.
Corporate Affairs

• Serve as the primary liaison between the CEO Office and the Corporate Secretary to ensure smooth and timely communication on all corporate governance matters.
• Assist in the coordination, and circulation of Board of Directors (BOD) resolutions, ensuring proper documentation, tracking, and collection of signatures from all directors within required timelines.
• Maintain and regularly update the organisation's VIP and key stakeholder database; plan and coordinate the sending of festive greetings, personalised messages, and corporate gifts to strengthen relationships and uphold the company's professional image.

7.
Office & Stakeholder Relations

• Maintain strong relationships with senior leadership, staff, Board members, external partners.
• Provide on-demand support to the Executive Committee, covering travel logistics & visa applications, expense claims, and other administrative responsibilities.
• Facilitate effective communication and ensure smooth information flow to and from the CEO, including obtaining the CEO's timely approvals of documents to prevent any disruption to operations.
• Be a cultural carrier: maintain alignment with company values, represent the CEO and organisation professionally.

8.
Personal Support / Work-Life Efficiency

• Assist with personal tasks that enable better work balance (e.g. personal calendar, household/driver scheduling, etc.).

9.
Operational & Administrative Efficiency

• Streamline administrative processes. Propose improvements for better workflow, use of tools/technology.
• Maintain filing systems, document archives, records (digital or physical).
• Oversee or coordinate support staff / administrative services as needed.

10.
Ad-hoc Duties

• Handle emergent tasks, urgent issues, or special assignments from the CEO.

About you

• Bachelor's Degree holder in Business Administration, Management, or a related field.
• Minimum 5 years' related experience in Corporate Secretariat or Executive Support to Senior Management
• High level of discretion and professionalism in handling confidential information
• Demonstrated ability to communicate, present and influence credibly and effectively to both internal and external stakeholders
• Demonstrated strong coordination and collaboration skills through effective teamwork and clear communication.
• Strong team management and multitasking abilities.
• Detail-oriented with strong problem-solving and cost management mindset.
• Adaptable to changing priorities and able to manage multiple stakeholders effectively.
• Excellent time management, planning and organizational skills
• Proficient in Microsoft Office Suite