Lead Associate, Administrative Services

Job Description About Our Global Policy and Public Affairs Team

Join our company’s Global Policy and Public Affairs team —

This function sits at the forefront of how we engage with policymakers, multilateral institutions, and key stakeholders to shape policy environments that enable scientific innovation and expand patient access worldwide. By bringing together global and regional capabilities, we are strengthening our ability to anticipate policy shifts, respond to emerging challenges, and position the company as a trusted partner in advancing public health.

As we continue building this global function, we are seeking individuals who bring fresh thinking, intellectual curiosity, and a collaborative mindset.

Lead Associate, Administrative Services, Global Policy and Public Affairs
As a Lead Associate, you will serve as a Senior Administrative Assistant to support the US Federal Policy and Government Relations Leadership Team. In this highly visible role, you will provide seamless executive support while helping drive operational excellence.

We are seeking an experienced, highly organized professional who anticipates needs before they arise and ensures day-to-day operations run with precision and efficiency. You will manage complex, frequently shifting calendars; coordinate travel; prepare expense reports, manage purchase orders and coordinate materials for senior-level internal and external engagements; and support high‑profile meetings with policymakers, industry leaders, and senior headquarters executives. Your ability to prioritize competing demands and maintain discretion in handling sensitive information will be essential.

Success in this role requires exceptional attention to detail, sound judgment, and the confidence to operate independently in a fast‑paced environment. You will also need to collaborate effectively with other admins in the policy organization to coordinate schedules, provide back‑up when other are out and be an active member of our administrative support team.

• Manage complex calendars for the US Federal Policy Leadership Team; resolve conflicts and ensure accurate, up‑to‑date logistics and meeting details.
• Assess meeting requests for priority and urgency, aligning schedules with strategic objectives.
• Coordinate and compile agendas and briefing materials from across teams to ensure leadership is fully prepared.

• Arrange domestic and international travel, including itineraries, transportation, accommodations, visas, and passport renewals to ensure seamless travel.
• Monitor and adjust travel plans as needed, updating calendars and itineraries in real time and providing proactive support.

• Prepare and manage expense reports, purchase orders, and required documentation.
• Perform general administrative duties, including note taking, data entry, and document management.
• Maintain accurate organizational charts and team contact lists.
• Support special projects and ad hoc initiatives as needed.

• Prepare, print, and organize meeting materials.
• Support in hosting senior executives and external guests in the D.C. office, including visitor registration, office access, catering, and workspace coordination.
• Provide on‑site troubleshooting for IT issues during meetings (no dedicated on‑site IT support).

• Manage site access for guests, registering visitors with building security and assisting with allocating temporary work spaces.
• Manage the DC Office supplies and inventory, receiving deliveries and restocking printers and refrigerators.
• Troubleshoot basic IT issues and work with IT remote support to solve problems.

• Required:
  
  High School Diploma
• Preferred:
  Further education or relevant certifications (e.g., Certified Administrative Professional, Project Management Certification)

• At least 10 years of administrative experience.
• At least 3 years supporting senior leadership roles.
• Advanced proficiency in MS Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools; ability to create executive‑ready…