Senior Administrative Assistant – Global Launch Excellence

The Senior Administrative Assistant – Global Launch Excellence provides high-level administrative, operational, event and travel coordination support to the Global Lead of Launch Excellence and the broader Launch Excellence agenda. The role takes end-to-end ownership of event logistics, travel arrangements, visa coordination, vendor and agency engagement, contracting administration, purchase and payment processes and related documentation, and requires independence, organization, stakeholder management, confidentiality and attention to detail across countries and time zones.

Key responsibilities

• Global event and meeting management: lead the logistics of global and regional meetings, workshops, training programs and conferences, including venues, accommodation, catering, audiovisual needs, invitations and attendee coordination; maintain event plans and trackers; support virtual and hybrid meetings; deliver within timelines, budgets and compliance requirements; handle post-event closure.
• Travel, flight and visa management: coordinate complex domestic and international travel, flight bookings and changes, hotels and transfers; manage visa applications including invitation letters and documentation; prepare itineraries; coordinate with corporate travel agencies.
• Agency, vendor and contract coordination: act as operational point of contact for event agencies, travel partners, hotels and venues; support preparation and tracking of contracts, statements of work and quotations with Procurement, Legal and Finance using Viatris approved systems; maintain a repository of contracts, vendors and approvals; monitor vendor deliverables.
• Purchase orders, invoicing and budget administration: initiate and follow up purchase requisitions, purchase orders, invoices and payments; maintain trackers for event expenditure and vendor commitments; support basic budget monitoring; keep audit-ready documentation.
• Executive and administrative support: manage complex calendars across time zones, prepare agendas, briefing materials and meeting packs, track actions and manage correspondence with confidentiality.
• Global stakeholder coordination: act as coordination point between the Global Launch Excellence team and global, regional and local stakeholders.
• Process improvement: develop standardized templates, checklists and processes; improve administrative workflows; use digital and AI-enabled tools where appropriate and compliant.

Minimum qualifications

• Bachelor's degree or equivalent in Business Administration, Management, Tourism or a related discipline is preferred.
• Typically 2-5+ years of administrative, executive support, event management, travel coordination or operational experience, preferably in a multinational organization.
• Experience supporting senior or global leaders, managing complex international meetings and events, and coordinating international travel, flights and visas.
• Experience with external agencies, vendors, hotels and travel providers, and with contracts, procurement, purchase orders, invoicing and vendor payments.
• Experience in a matrixed, multicultural, geographically dispersed organization is strongly preferred; pharmaceutical, healthcare, FMCG or other regulated industry experience is an advantage.