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
• 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.

Key responsibilities include:

• Acting as meeting scribe, capturing actions, decisions, and summary notes
• Maintaining decision logs, ensuring key decisions are tracked and communicated to relevant stakeholders
• Tracking asset development, including Veeva approval status and agency progress
• Uploading materials into the Veeva system and managing approval workflows in line with compliance requirements
• Maintaining Veeva material withdrawal and expiry trackers
• Liaising with external agencies and suppliers to manage physical promotional materials and inventory reporting
• Coordinating logistics for meetings, conferences, and events (including internal meetings and HCP events)
• Drafting Statements of Work (SoWs) and task orders for agencies and suppliers
• Raising purchase orders and tracking invoices, working closely with project leads on budget and spend management
• Providing diary management and travel coordination support for the team
• Preparing briefing documents for meetings, assets, and events
• Providing PowerPoint editing and slide quality‑check support ahead of presentations
• Documenting and maintaining marketing operational processes
• Leading the planning and development of Seqirus conference stands and materials
• Leading the organisation of conferences and HCP meetings, including venue booking, logistics, travel arrangements, and coordination of promotional materials
• Providing ad‑hoc administrative and operational support across existing and new marketing activities as required
• Supporting the end‑to‑end material approval process to ensure compliance, quality, and timely delivery
• Preparing, reviewing, and quality‑checking documents prior to Veeva upload
• Coordinating across Marketing, Medical Affairs, Commercial Operations, and agencies to meet agreed timelines
• Archiving final certified materials and managing material expiry in line with governance requirements
• Raising and managing purchase requisitions and purchase orders, including goods receipt and PO closure
• Tracking monthly costs and ensuring accruals are completed in line with agreed timelines
• Liaising with Finance and Procurement to ensure timely vendor payments
• Supporting completion and management of supplier contracts, ensuring documentation is uploaded to Companion and signed via Docusign
• Preparing Statements of Work (SoW) where required
• Delivering effective planning and coordination of internal and customer‑facing meetings
• Planning and organising meetings and events, including venues, logistics, catering, travel, and materials
• Maintaining 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