Senior Administrative Assistant – Global Launch Excellence

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 re