Marketing Administrative Coordinator

Who we are

Together, we’re on a mission to make good health more affordable and accessible, to help millions around the world enjoy healthier lives. It’s a mission that bonds our people across nearly 60 countries and a rich, diverse variety of nationalities and backgrounds. Working here means working with the world’s leading manufacturer of generic medicines, and the proud producer of many of the products on the World Health Organization’s Essential Medicines List. Today, at least 200 million people around the world take one of our medicines every single day. An amazing number, but we’re always looking for new ways to continue making a difference, and new people to make a difference with.

The opportunity

The Marketing Administrative Coordinator will provide critical project-related support for the marketing franchise as well as administrative support for Senior Director level and above.  In addition to providing customary administrative support, which includes managing calendars, booking travel, preparing expense reports, and coordinating meetings, the Marketing Administrative Coordinator will be responsible for overseeing and coordinating various projects within the Marketing organization, such as managing print needs, inventory allocations, field advisory board meetings, team meeting preparation, and launch activities.  This will involve managing project timelines, resources, and budgets to ensure successful project completion. This role will also collaborate with the Purchase Order Coordinator in support of setting up of new vendors, development of third-party statements of work, and the creation and execution of purchase orders. 

 

The Marketing Administrative Coordinator must be comfortable working in a fast-paced and continuously changing organization that requires all employees to adapt quickly to new demands and tasks that arise in the moment. The ideal individual will have the ability to work independently on projects, from conception to completion, and must be able to professionally work under pressure to handle a wide variety of tasks or activities by multitasking and prioritizing. 

How you’ll spend your day

• Assist in managing and executing projects, ensuring tasks are prioritized and completed on time. Track and prioritize project(s) in an evolving environment, with attention to detail, accuracy and timeliness.  
• Keep key stakeholders informed throughout projects providing regular updates on project status and identify potential issues or obstacles and work proactively to resolve them.
• Maintain comprehensive project documentation, including project plans, status reports, and post-project evaluations
• Support Purchase Order Coordinator in the development of SOWs and purchase order creation. 
• Facilitate communication within project teams and across departments to ensure alignment and collaboration.
• Administrative support including responsibility for preparing expense reports and supporting travel bookings for Senior Directors and above as required.
• Planning and calendar management including coordination of complex meetings and events such as but not limited to:  booking meeting room, set up logistics including; registering guests, meeting materials, A/V, set up on-screen presentations, hard copy items, and catering (if needed) 
• Work with Facilities Management, IT, and Human Resources to organize new hire set-up; ordering equipment, securing workspace, and communicating with managers to ensure a smooth start for all new hires.
   

Your experience and qualifications

Education/Certification/Experience:

• High School degree required ; Bachelor’s degree preferred
• Experience required: a minimum of 1 years’ experience in a fast paced, business environment 
• Project management experience required 
• Budget support experience preferred
• A minimum of 1 year experience in a pharmaceutical environment desirable
• Experience with SharePoint, Microsoft Suite of software preferred; SAP and ADP familiarity a plus

 

Skills/Knowledge/Abilities:

• Proficient skill level in MS Office including proficiency in Word, PowerPoint, OneNote, Excel, and Outlook
• Strong proficiency in SAP system and Concur expense system
• Excellent verbal, written, organizational and interpersonal skills required to reflect ability to perform and prioritize multiple tasks seamlessly with tremendous attention to detail
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
• Highly resourceful team-player, with strong problem-solving skills and the ability to also be extremely effective independently 
• Experience with meeting coordination and planning preferred

 

Travel Requirement