Senior Administrative Assistant, Global Marketing

Job Description

The Senior Administrative Assistant provides high-level administrative and operational support to the Associate Vice President (AVP) of CA Global Marketing and the broader leadership team. This role serves as a strategic partner, ensuring smooth day‑to‑day operations, enabling effective leadership of global marketing initiatives, and acting as a coordination hub across regions, functions, and senior stakeholders. The position requires strong judgment, discretion, organizational excellence, and the ability to manage multiple priorities in a fast‑paced, highly regulated pharmaceutical environment.

• Manage complex, global calendars including cross‑time‑zone meetings, recurring leadership forums, and critical project milestones.
• Coordinate domestic and international travel (flights, hotels, ground transportation, visas) and prepare detailed itineraries and travel packets.
• Prepare and process expense reports; ensure compliance with internal policies and external regulations.

• Plan, schedule, and execute internal meetings, workshops, town halls, and leadership offsites (virtual and in‑person).
• Prepare agendas, collect pre‑read materials, coordinate presenters, and ensure timely distribution of meeting documentation.
• Capture and track action items, ensuring follow‑up and progress against deliverables.
• Coordinate logistics for global team meetings, brand reviews, launch readiness sessions, and cross‑functional governance forums.

• Serve as a central point of contact for the Global Marketing leadership team, regional marketers, and cross‑functional partners (Finance, Legal, Procurement, Compliance, etc.).
• Support onboarding for new team members (systems access, introductions, training schedules, equipment requests).
• Maintain organizational charts, distribution lists, team sites, and shared drives; ensure accurate and up‑to‑date information.
• Assist with budget tracking activities such as purchase requisitions, vendor setup, and invoice processing in collaboration with Finance and Procurement.
• Support coordination of global marketing plans, timelines, and standard operating procedures (SOP) document management.

• Coordinate timelines and administrative components for key initiatives (e.g., brand strategy planning, launch preparation, lifecycle management activities, congresses, and major campaigns).
• Aid in the preparation of materials for senior leadership reviews, governance boards, and global brand team meetings.
• Help align internal stakeholders around key milestones, ensuring the right inputs are received on time for decision‑making.
• Assist in compliance‑related documentation and tracking related to promotional materials and external engagements, working closely with appropriate internal teams.

• Share best practices and set standards for administrative excellence.
• Provide guidance, informal leadership, and mentorship to other administrative professionals supporting the broader organization.
• Coordinate admin workflows (e.g., coverage plans, standardized templates, filing systems, and meeting best practices) to ensure consistency and efficiency.
• Support change management and communication around new tools, processes, and ways of working within the marketing team.

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
• 7+ years of administrative experience, including support of senior leaders (e.g., Director level and above); prior support of a global or regional function strongly preferred.
• Experience in the pharmaceutical, biotech, or healthcare industry preferred; familiarity with industry regulations (e.g., promotional compliance, interactions with healthcare professionals) is a plus.

• Demonstrated ability to manage sensitive and confidential information with discretion and professionalism.
• Strong organizational and time management skills; proven ability to handle multiple competing priorities with high attention to detail.
• Excellent written and verbal communication skills;…