Operations Administrator

About the Role

Join a team that supports breakthrough healthcare work and helps bring important therapies to patients worldwide. In this role, you will act as a key administrative partner within the business support function, handling a wide range of operational tasks and helping the organization run smoothly.

You will be a trusted point of contact for colleagues because of your strong knowledge of internal processes and your understanding of how the wider organization works. The role calls for someone who can identify practical solutions, work across teams, encourage coordination, and guide others when needed.

What You Will Do

You will provide administrative and project support to marketing and medical teams across a variety of programs and activities. This includes coordinating meetings and advisory boards, supporting project setup and execution, and ensuring smooth communication with key opinion leaders, agencies, suppliers, and internal stakeholders.

• Coordinate with key opinion leaders, service providers, agencies, and internal commercial or medical teams for regional and country advisory boards, meetings, and other events.
• Help prepare project briefs and support the agency selection process with the project owner.
• Review agency proposals, identify savings opportunities, and share negotiation inputs with the Regional Operations Admin Lead.
• Track the planning, organization, and progress of meetings, programs, and projects.
• Provide on-site logistical support when required.
• Complete procurement, compliance, FMV calculations, and other system-related project processes while following local country requirements.
• Work with legal, compliance, and country profile owners to ensure all activities follow company policies and guidelines.
• Manage vendors and suppliers by collecting required information, updating internal systems, and monitoring performance.
• Prepare RFQ-related agency briefs and collect bidding documents for cost comparison.
• Ensure all work complies with procurement rules, anti-bribery and anti-corruption standards, and the Foreign Corrupt Practices Act.
• Work independently to keep projects moving, including status updates, meeting coordination, minutes, email follow-up, and other action items.
• Support congress secretariat work by handling sponsorship details, entitlements, and speaker/program coordination with internal and external stakeholders.
• Act as a liaison among agencies, suppliers, freelance talent, marketing services partners, and the company.

Financial Process Management

In addition to project support, you will help manage financial and budget-related activities for the portfolio.

• Monitor budgets and help improve resource allocation efficiency.
• Manage Decideware processes and approvals.
• Handle financial documentation such as vendor setup, purchase orders, tax and budget forms, payment details, payment schedules, and reimbursement packets.
• Support HCP honoraria, speaker payments, and out-of-pocket expense reimbursements.
• Review invoices, reconcile final costs, explain budget variances, and coordinate third-party payments.
• Work with country finance teams on inter-company cross charges.
• Support document retention and audit-related activities.
• Assist with regional CMO budget planning under the supervision of the assigned director and ensure programs are booked into the correct budget phases.

Administrative and Secretarial Support

You will also provide day-to-day secretarial and administrative assistance to the marketing and medical teams, along with additional support based on business needs.

• Arrange travel, including flights, car rentals, hotel stays, and restaurant bookings.
• Prepare travel itineraries and meeting agendas.
• Draft expense reports and track travel-and-entertainment budgets and reimbursements.
• Manage calendars, meeting schedules, room bookings, and teleconference or video conference setups.
• Support logistics for both virtual and in-person meetings.
• Prepare monthly updates, newsletters, announcements, team contacts, organizational charts, and distribution lists.
• Ensure all activities remain compliant with procurement, anti-bribery, and anti-corruption policies and procedures.
• Create PowerPoint presentation materials.
• Organize and maintain files and records.
• Maintain vendor and supplier information.
• Act as backup support for other operations administrators in the Singapore Regional Office when needed.

Qualifications

The role requires a candidate with strong administrative experience, solid coordination skills, and the ability to work independently in a fast-paced environment. You should be highly organized, comfortable managing several priorities at once, and able to communicate effectively with diverse stakeholders.

Equal Opportunity

The employer follows applicable equal employment opportunity laws in the jurisdictions where it operates.

Work Location

This position is assigned to a hybrid work location.

Business Unit

Support Services