Executive Assistant, Medical Affairs

Key Responsibilities
- Provide high-level administrative support to Medical Affairs leadership, including VP-level executives
- Manage complex calendars, schedule meetings, and proactively resolve conflicts
- Coordinate internal and external meetings (agenda preparation, materials, logistics, follow-up)
- Prepare, route, and manage confidential documents and communications
- Arrange domestic and international travel and prepare detailed itineraries
- Process expense reports accurately and in compliance with company policies
- Support special projects and ad hoc administrative initiatives

Medical Affairs Operations & Logistics
- Coordinate logistics for Medical Affairs–led events (advisory boards, field team meetings, congress-related activities, internal meetings)
- Support travel planning for external stakeholders (investigators, key opinion leaders)
- Partner with internal teams to ensure seamless execution of Medical Affairs programs

Vendor & Financial Support
- Assist with vendor coordination and departmental financial processes
- Initiate and track purchase orders, statements of work, invoices, and payment routing
- Maintain accurate records and follow up on outstanding transactions
- Support team meetings and offsites (materials/pre-reads, notes, action items)

Team & Operational Support
- Maintain Medical Affairs distribution lists, shared drives, and internal resources
- Support onboarding logistics for new Medical Affairs team members
- Collaborate with Finance, Procurement, HR, and IT

Qualifications
- BA/BS preferred; 5+ years administrative experience supporting senior leaders
- Prior experience in biotech, life sciences, or a regulated environment (preferred)
- Advanced proficiency in Microsoft Word, Outlook, PowerPoint, and Excel
- Comfort with Zoom or Teams
- Exceptional organizational/time-management skills; handle competing priorities
- Strong interpersonal and communication skills; service-oriented mindset
- High integrity, professionalism, discretion; can work independently and collaboratively in a fast-paced environment
- High attention to detail; anticipate needs; experience implementing new processes/tools to optimize efficiency

Pay Range (U.S.)
- $128,970–$150,465 per year (base pay may vary by region and experience)

Application Instructions
- Please review the General Data Protection Regulation (GDPR) policy prior to applying.