VIATRIS MIDDLE EAST FZ-LLC
Viatris is a global healthcare company uniquely positioned to bridge the traditional divide between generics and brands, combining the best of both to more holistically address healthcare needs globally. With a mission to empower people worldwide to live healthier at every stage of life, we provide access at scale, currently supplying high-quality medicines to approximately 1 billion patients around the world annually and touching all of life's moments, from birth to the end of life, acute conditions to chronic diseases.
We have been included on number of award lists that demonstrate the impact we are making.
Every day, we rise to the challenge to make a difference, and here’s how the Senior Administrative Assistant – Global Launch Excellence role will make an impact:
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 serves as a key operational partner, ensuring the smooth execution of global and regional meetings, workshops, capability-building programs, and other Launch Excellence activities. The position will take end-to-end ownership of event logistics, travel arrangements, visa coordination, vendor and agency engagement, contracting administration, purchase and payment processes, and related documentation.
Given the global nature of the function, the role requires a high degree of independence, organization, stakeholder management, confidentiality, attention to detail, and ability to manage multiple priorities across countries and time zones.
Key responsibilities for this role include:
1. Global Event & Meeting Management
- Lead the administrative and logistical coordination of global and regional Launch Excellence meetings, workshops, training programs, conferences, and other business events.
- Manage event logistics end-to-end, including venue identification, accommodation, transportation, catering, meeting rooms, audiovisual requirements, materials, invitations, registration, and attendee coordination.
- Develop and maintain detailed event plans, timelines, attendee lists, logistical trackers, and action lists.
- Coordinate with internal stakeholders, external agencies, hotels, venues, and other service providers to ensure seamless event execution.
- Support virtual and hybrid meetings, including meeting platforms, participant communications, technical coordination, and supporting materials.
- Anticipate logistical risks and proactively develop contingency plans.
- Ensure events are delivered according to agreed timelines, budgets, company policies, and compliance requirements.
- Conduct post-event administrative closure, including invoice reconciliation, documentation, and vendor follow-up.
2. Travel, Flight & Visa Management
- Coordinate complex domestic and international travel arrangements for the Global Lead and, where required, participants in Launch Excellence activities.
- Manage flight reservations and ticket issuance, including itinerary changes, cancellations, rebooking, and coordination of special travel requirements.
- Coordinate hotel accommodation, airport transfers, ground transportation, and other travel-related services.
- Manage visa application processes, including preparation of invitation letters, supporting documentation, embassy requirements, appointments, and follow-up.
- Maintain awareness of relevant visa lead times and travel requirements to minimize potential disruption to business activities.
- Prepare clear and comprehensive travel itineraries and A To Z letters and ensure travelers receive all required documentation in advance.
- Coordinate with corporate travel agencies and approved travel partners and escalate urgent issues when necessary.
3. Agency, Vendor & Contract Coordination
- Serve as a key operational point of contact for external event agencies, travel partners, hotels, venues, and other service providers.
- Coordinate the administrative process for establishing and maintaining vendor and agency relationships.
- Support the preparation, processing, and tracking of contracts, statements of work, quotations, and related documentation in coordination with Procurement, Legal, Finance, and other relevant functions with Viatris approved Systems ( e.g But not limited to LCM and Smartsource)
- Obtain and compare quotations and support vendor selection processes in line with company procurement requirements.
- Ensure contracts and required approvals are completed before services are initiated.
- Maintain an organized repository and tracker of contracts, vendors, quotations, approvals, and expiry dates.
- Monitor vendor deliverables against agreed scope, timelines, and service expectations.
- Support resolution of vendor-related operational issues and facilitate communication between suppliers and internal stakeholders.
4. Purchase Orders, Invoicing & Budget Administration
- Initiate and follow up on purchase requisitions, purchase orders, invoices, and payment processes related to Launch Excellence activities.
- Coordinate with Finance, Procurement, agencies, and vendors to ensure timely and accurate processing of payments.
- Maintain trackers for event expenditure, vendor commitments, purchase orders, and invoices.
- Support basic budget monitoring and reconciliation for meetings, events, travel, and agency activities.
- Identify discrepancies or outstanding payments and proactively coordinate their resolution.
- Maintain complete and audit-ready administrative documentation in accordance with company policies.
5. Executive & Administrative Support
- Provide high-level administrative support to the Global Lead of Launch Excellence.
- Manage complex calendars, meetings, appointments, and scheduling across multiple countries and time zones.
- Coordinate internal and external meetings involving senior stakeholders.
- Prepare meeting agendas, supporting documents, presentations, briefing materials, and meeting packs as required.
- Support meeting documentation, action tracking, and follow-up to ensure agreed actions are completed.
- Manage correspondence and administrative requests with appropriate prioritization and confidentiality.
- Anticipate upcoming requirements and proactively organize administrative and logistical support.
6. Global Stakeholder Coordination
- Act as an administrative coordination point between the Global Launch Excellence team and relevant global, regional, and local stakeholders.
- Build effective working relationships with senior leaders, country teams, agencies, vendors, Procurement, Finance, Legal, HR, Compliance, and other enabling functions.
- Coordinate activities across different geographies, cultures, and time zones.
- Ensure timely communication of logistical information, deadlines, requirements, and changes to relevant stakeholders.
- Handle sensitive and confidential business information with appropriate discretion.
7. Process Improvement & Operational Excellence
As a Senior Administrative Assistant, the role is expected not only to execute activities but also to identify opportunities to improve the way administrative and operational activities are managed.
- Develop and maintain standardized templates, checklists, trackers, and processes for events, travel, contracts, and vendor management.
- Identify recurring operational challenges and recommend practical solutions.
- Improve administrative workflows to increase efficiency, visibility, and consistency.
- Establish effective filing and documentation systems to facilitate retrieval, reporting, and audit readiness.
- Leverage available digital and AI-enabled tools, where appropriate and compliant, to improve productivity and administrative efficiency.
- Share administrative best practices with relevant colleagues and provide guidance to less-experienced administrative colleagues when required.
The minimum qualifications for this role are:
- Bachelor's degree or equivalent qualification in Business Administration, Management, Tourism, or a related discipline is preferred.
- Typically 2–5+ years of relevant administrative, executive support, event management, travel coordination, or operational experience, preferably within a multinational organization.
- Demonstrated experience supporting senior or global leaders.
- Strong experience managing complex international meetings and events.
- Hands-on experience coordinating international travel, flight bookings, and visa requirements.
- Experience working with external agencies, vendors, hotels, and travel providers.
- Experience with contracts, procurement processes, purchase orders, invoicing, and vendor payments.
- Experience operating in a matrixed, multicultural, and geographically dispersed organization is strongly preferred.
- Pharmaceutical, healthcare, FMCG, or another highly regulated multinational industry experience would be an advantage.
At Viatris, we offer competitive salaries, benefits and an inclusive environment where you can use your experiences, perspectives and skills to help make an impact on the lives of others.
Viatris is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, national origin, religion, age, color, sex, sexual orientation, gender identity, gender expression, disability, or protected veteran status, or any other characteristic protected by local, state, or federal laws, rules, or regulations.
At Viatris, we offer competitive salaries, benefits and an inclusive environment where you can use your experiences, perspectives and skills to help make an impact on the lives of others.
Viatris is an Equal Opportunity Employer.