Submission Specialist - Editor

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The Senior Submissions Specialist & Editor plays a dual role on the Editorial Services (ES) team, with approximately 85% of the role focused on regulatory submissions and 15% on editorial support. Embedded in weekly brand team workflows, this person owns submission preparation and execution for assigned pharmaceutical clients while helping ensure materials are accurate, consistent, and ready for medical-legal-regulatory (MLR) review.

Submission deadlines take priority; editorial assignments are scheduled as capacity allows. The ideal candidate combines hands‑on expertise in Veeva Vault and client submission systems with strong copyediting judgment and confidence working with medical content.

• Own all submission‑related activities for assigned brand teams, including prework, submission-day execution, and resubmissions.
• Tag, link, and upload submission files and supporting materials, including references, in Veeva Vault and other client‑specific systems; apply functional annotations as needed.
• Maintain reference libraries for assigned brands and upload or retrieve references as required.
• Maintain the submissions calendar and attend weekly internal brand team standups to stay current on deadlines, dependencies, and priorities.
• Learn and apply all brand‑specific submission requirements, including required training and credentialing for client work.
• Partner with copy, project management, medical, editorial, and account team members to support accurate, on‑time submissions.
• Stay current on evolving client SOPs, MLR review standards, and submission‑system updates, and share relevant changes with the Editorial Services team.

• Proofread and copyedit complex pharmaceutical materials for accuracy, clarity, and consistency with client specifications and/or AMA style.
• Cross-check tables, figures, and citations against client source materials and supporting references.
• Carry edits and changes across versions and rounds of review in Ziflow, flagging inconsistencies and errors throughout the process.
• Collaborate with medical team members to ensure scientific and medical information is conveyed accurately within creative executions.
• Share insights and recommend process adjustments that improve proofreading accuracy and submission efficiency.

• Manage timelines and quality control for assigned tasks, communicating proactively with Creative Services, project managers, and external stakeholders.
• Maintain accurate trackers, status reports, and audit‑ready documentation of submission and review activity.
• Manage requirements across multiple accounts in a fast‑paced, deadline‑driven environment without sacrificing accuracy.
• Triage competing requests with submission deadlines taking precedence, escalating early when editorial work is at risk of slipping.

• 3+ years of experience in a pharmaceutical marketing or medical communications agency environment, including demonstrated experience in both editorial and submissions functions.
• Hands‑on proficiency with Veeva Vault and other client submission systems.
• Strong understanding of MLR review processes and pharmaceutical regulatory requirements.
• Meticulous attention to detail, familiarity with medical terminology, and the ability to…