Administrative Assistant - Medical Affairs

Job Title: Contractor – Medical Affairs Administrative & Operations Support
Job Summary:
We are seeking a highly organized and proactive contractor to provide comprehensive administrative and operational support to the Medical Affairs (MA) Department. This role will serve as a key liaison for the MA Leadership team, ensuring seamless coordination of internal and external communications, meetings, and business processes. The ideal candidate will bring experience in Medical Affairs operations, strong technical skills, and the ability to manage multiple priorities in a dynamic environment. Key Responsibilities:
Administrative & Communication Support

• Provide primary administrative support to the MA Department, including scheduling meetings, coordinating travel, and processing expense reports.
• Serve as the main point of contact for the MA Leadership team, ensuring timely communication with internal and external stakeholders.
• Assist in the preparation of reports, presentations, and planning documents using Excel, PowerPoint, and Word.
• Support the creation and distribution of MA communications, including literature alerts and quarterly insight reports.

Project & Meeting Coordination

• Collaborate with leadership to develop and distribute meeting agendas and minutes, ensuring alignment on objectives and follow-up actions.
• Support the planning and execution of advisory boards and other key MA events.
• Perform administrative and basic analytics for special projects as needed.

Systems & Process Management

• Manage daily operations and user support for MA-related systems such as ARIBA, TNAV BPO, IQVIA, and Sunshine Reporting.
• Design and maintain Teams and SharePoint sites for MA collaboration and document management.
• Coordinate Medical HUB activities, including folder creation, quarterly reporting, access management, and content updates.
• Assist in the development and delivery of user training for MA IT systems to ensure adoption and effective utilization.

Strategic & Operational Support

• Partner with department leaders to align IT systems with strategic objectives and identify process improvement opportunities.
• Work with MA Leads to disseminate key reports and insights to stakeholders.
• Maintain confidentiality and ensure accuracy in handling sensitive information.

Qualifications:
Education & Experience

• Bachelor's degree or equivalent experience required.
• Minimum 3 years of experience in Medical Affairs within the pharmaceutical industry (e.g., scientific communications, medical information, field medical).

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Teams, SharePoint).
• Experience with Medical Affairs systems preferred:
  • ARIBA
  • Grants systems (IIT, IME)
  • Digital educational platforms
  • Concur, KOL management, learning management, and library systems

Core Competencies

• Strong written and verbal communication skills in English.
• Ability to work independently and collaboratively in a fast-paced environment.
• High attention to detail, follow-through, and organizational skills.
• Ability to assess priorities, manage multiple tasks, and meet deadlines.
• Professional demeanor and ability to interact with all levels of management.