Marketing Administrative Assistant

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Internationally recognized Biopharmaceutical Company is looking to identify and hire Marketing Administrative Assistant.  This is a great opportunity to gain professional development. The Marketing Administrative Assistant will provide support for all vital functions required by Commercial Administration for the entire Sales and Marketing organization. This employee will work as liaison between Marketing and necessary internal departments as well as outside companies/parties to support the Product Line Managers in achieving objectives.


The Marketing Administrative Assistant will be responsible for, but not limited to:

  • Providing marketing support for all product lines.
  • Acting as a trusted agent with highly confidential information by reviewing and creating performance-to-quota calculations for submission to Sales Management.
  • Working closely with the Marketing and Product Line Managers and supporting the coordination with internal resources (Quality, Documentation Control, Marcom) and external resources for marketing collateral such as: local/regional tradeshows, special events, and sponsorships.
  • Preparing and routing any necessary paperwork including marketing invoice requests required as outlined by the Product Managers and Business Heads.
  • Managing the process to meet appointed deadlines.
  • Assisting PMs and Business Heads with individual projects as needed.
  • Contracting with outside resources necessary to accomplish the objectives presented.
  • Representing Marketing in inter-departmental communications projects/meetings such as the corporate website and marketing databases.
  • Supporting consistent worldwide usage of Company corporate identity (logos, marks, brand) by providing distributors and direct Sales Representatives with marketing material, collateral, and sales tools to achieve the branding desired.
  • Providing tradeshow support by pulling literature, gathering product samples/labels, and typing paper leads/entry forms.
  • Performing general clerical duties such as monitoring expenses, payment vouchers, bookkeeping, copying, faxing, mailing, filing, literature room maintenance, calendaring meetings, drop box support and maintenance, literature duplication, etc.
  • Creating, proofreading, and modifying documents such as reports, memos, letters, presentations, etc.
  • Setting up, coordinating, and supporting sales meetings, webinars, customer visits/audits, interviews, VIP/KOL visits, industry specific workshops, conference logistics, seminars, including travel arrangements.
  • Supporting senior staff in assigned project‐based work.
  • Generating sales reports from internal IT programs on a weekly, monthly, quarterly, and as needed basis.
  • Working as a liaison with Marcom Administration to support Sales and Marketing activities such as distributor listings, mailings, announcements, press releases, newsletters, email list expansion, CRM updates, eblasts, leads, territory updates in QlikView, etc.
  • Providing pricing for US and distributors.
  • Reviewing and processing non-tradeshow related field requests (promo materials, t-shirts, etc).


  • Bachelor’s degree in Communications, Business Administration or Marketing.
  • Experience working in a Marketing support role highly preferred.
  • Strong interpersonal skills.
  • Strong project management skills.
  • Ability to negotiate, persuade, and support internal and external IS contacts.
  • Ability to work effectively with, logistics and transportation companies, commercial trade representatives and industry consultants.
  • Knowledge of principles and practices of organization, planning, records management and general administration.
  • Excellent knowledge of MS Office.
  • Working knowledge of graphic design programs (PC based or Mac based).
  • Working knowledge of web design requirements.
  • Basic knowledge of the marketing mix, promotion and trade show logistics.
  • Excellent written and verbal communication skills.