PA/Admin Assistant
Duration: 6 months
Location: Maidenhead (3 days in the office, 2 days remote)
Pay rate: £15.38ph PAYE
Hours: 37.5 hour per week
This role provides essential administrative and operational support to the UK Commercial Operations Marketing and Sales functions. The position supports effective planning and execution of marketing activities through event coordination, diary management, documentation, and maintenance of project and approval trackers. The role ensures smooth operational delivery, compliance with internal processes, and effective coordination with cross‑functional stakeholders and external agencies.
- Act as meeting scribe, capturing actions, decisions, and summary notes.
- Maintain decision logs, ensuring key decisions are tracked and communicated to relevant stakeholders.
- Track asset development, including Veeva approval status and agency progress.
- Upload materials into the Veeva system and manage approval workflows in line with compliance requirements.
- Maintain Veeva material withdrawal and expiry trackers.
- Liaise with external agencies and suppliers to manage physical promotional materials and inventory reporting.
- Coordinate logistics for meetings, conferences, and events (including internal meetings and HCP events).
- Draft Statements of Work (SoWs) and task orders for agencies and suppliers.
- Raise purchase orders and track invoices, working closely with project leads on budget and spend management.
- Provide diary management and travel coordination support for the team.
- Prepare briefing documents for meetings, assets, and events.
- Provide PowerPoint editing and slide quality‑check support ahead of presentations.
- Document and maintain marketing operational processes.
- Lead the planning and development of Seqirus conference stands and materials, coordinating cross‑functional stakeholders and agencies to scope, design, construct, and deliver conference assets in line with brand and business requirements.
- Lead the organisation of conferences and HCP meetings, including venue booking, logistics, travel arrangements, and coordination of promotional materials.
- Provide ad‑hoc administrative and operational support across existing and new marketing activities as required.
- Support the end‑to‑end material approval process to ensure compliance, quality, and timely delivery.
- Prepare, review, and quality‑check documents prior to Veeva upload.
- Coordinate across Marketing, Medical Affairs, Commercial Operations, and agencies to meet agreed timelines.
- Archive final certified materials and manage material expiry in line with governance requirements.
- Raise and manage purchase requisitions and purchase orders, including goods receipt and PO closure.
- Track monthly costs and ensure accruals are completed in line with agreed timelines.
- Liaise with Finance and Procurement to ensure timely vendor payments.
- Support completion and management of supplier contracts, ensuring documentation is uploaded to Companion and signed via Docusign.
- Prepare Statements of Work (SoW) where required
- Deliver effective planning and coordination of internal and customer‑facing meetings.
- Plan and organise meetings and events, including venues, logistics, catering, travel, and materials.
- Maintain team events and meeting diaries.
Background, Skills and competencies
- At least 1 year of experience in a marketing or sales support role, preferably within a biopharmaceutical or pharmaceutical environment.
- Strong administrative, organisational, and time‑management skills.
- Experience in pharmaceutical or healthcare settings is advantageous.