Executive Secretary in Pharmacy – Main Responsibilities

The successful candidate will be responsible for providing effective administrative and organizational support to the pharmacy’s management.

1. Administrative Management

Key duties will include:

• Welcoming, informing and directing visitors.
• Receiving, screening and forwarding telephone calls.
• Typing, formatting and filing administrative documents.
• Maintaining physical and digital records.
• Managing management appointments and meetings.
• Following up on assigned administrative files.
• Ensuring that administrative information is properly organized and accessible.

2. Correspondence and Email Management

The Executive Secretary will also be responsible for:

• Checking the professional mailbox every day.
• Processing incoming requests.
• Preparing responses and proforma invoice forms.
• Drafting administrative correspondence.
• Monitoring incoming and outgoing emails and correspondence.
• Archiving approved emails and documents.

3. Order Follow-Up

The position involves administrative monitoring of pharmacy orders, including:

• Following up on supplier orders.
• Confirming supplier payments by email.
• Maintaining communication with suppliers.
• Following up on exchanges until each file is successfully closed.

4. Insurance Administration

The successful applicant will assist with insurance-related administrative tasks by:

• Preparing documents required for submissions.
• Following up on notes approved by management.
• Monitoring assigned insurance-related files.
• Facilitating the circulation of relevant information.

5. Internal Organization

The Executive Secretary will contribute to the smooth running of the pharmacy by:

• Preparing documents required for meetings.
• Circulating management-approved notes.
• Following up on assigned files.
• Facilitating communication and information flow within the organization.

6. Schedule and Planning Management

Responsibilities will include:

• Preparing draft work schedules.
• Submitting schedules to the pharmacist in charge for approval.
• Ensuring that no schedule is distributed before it has been properly approved and signed.
• Archiving approved versions of schedules.

7. Regulatory Monitoring and Discipline

The candidate will be expected to:

• Monitor compliance with internal regulations.
• Report any breaches or disciplinary issues to management.
• Contribute to maintaining order, professionalism and discipline within the pharmacy.

8. Monthly Dashboard Updates

The Executive Secretary will maintain and update a monthly activity dashboard, ensuring that relevant administrative information is accurate and up to date.

9. Confidentiality and Professional Discretion

Because the position involves access to sensitive administrative and commercial information, the successful candidate must:

• Maintain strict confidentiality.
• Never disclose documents to unauthorized individuals.
• Respect management instructions regarding access to information.
• Demonstrate discretion, loyalty and professionalism at all times.

General Mission of the Position

The general mission of the Executive Secretary in Pharmacy is to provide efficient secretarial and administrative support to management while helping ensure the smooth operation of the pharmacy.

The successful candidate will facilitate information flow, monitor administrative and commercial files, support internal procedures and contribute to effective day-to-day management of the pharmacy.

Executive Secretary in Pharmacy – Required Qualifications

Candidates should meet the following requirements:

• Hold a BTS, DUT, Licence or equivalent qualification, preferably in administration, finance or a related field.
• A Baccalaureate G2 qualification would be an advantage.
• Have at least 2 years of professional experience in a similar position.
• Demonstrate strong organizational and administrative skills.
• Be comfortable handling professional correspondence, emails and documents.
• Have good communication and interpersonal skills.
• Demonstrate discretion and respect for confidentiality.
• Be capable of managing multiple administrative tasks and deadlines.

Application Documents Required

Applicants must prepare the following documents:

• Cover letter
• CV
• 4×4 passport-size photograph
• Salary expectations
• Copies of diplomas and relevant training certificates
• Employment certificates proving relevant professional experience

How to Apply

Qualified candidates should send their complete application to:

Email: recrutements@okallaahanda.com

Applicants should ensure that all required documents are included before submitting their application.

Why This Opportunity Matters

This position offers a career opportunity for an experienced administrative professional to work in a pharmacy environment while developing expertise in executive secretarial duties, administrative coordination, supplier order monitoring, insurance documentation and pharmaceutical business operations.

Candidates who are organized, discreet, detail-oriented and comfortable working directly with management may find this position particularly suitable.

Final Thought

This vacancy is particularly suited to an organized and experienced secretary with strong administrative, communication and confidentiality skills. Candidates should make sure their CV clearly demonstrates previous secretarial or administrative experience and submit the complete application .