Medical Affairs Team Assistant

Location: United States, East Coast (Remote)

Job Summary

Role Summary

To provide efficient Team Administrative support to the Vice President of Medical Affairs and team members within the US Medical Affairs department.

Key Responsibilities

• Provide Team Assistant support to support to the Vice President of Medical Affairs and team members within the US Medical Affairs department.

• Multiple calendar management - liaising with external/internal VIPs, medical and scientific collaborators, suppliers, consultants, and colleagues.

• Arrange complex domestic and international travel, conference attendance, and accommodation.

• Flexibility to adapt to different time zones to suit team needs.

• Scheduling meetings F2F, TC's and VC's (using software such as MS Teams / WebEx).

• Organize meetings during congress / conferences.

• Manage, create, and receipt Purchase Orders where required.

• Minute Taking (ad-hoc).

• Manage incoming e-mail and post, corresponding on behalf of senior management in a timely manner, as requested.

• Collate, check, reconcile expenses for the designated Executives while maintaining a record of expenses - to assist with budget and planning, using Microsoft D365 or other company systems.

• Organization of other ad-hoc meetings/interviews, as requested.

• Working closely with the other members of the Corporate Support team to organize and support events (i.e., conferences).

• To provide other Executive Assistants with support during leave or absences.

• Any other duties as required following consultation with the hiring manager.

• The position-holder will be responsible for adhering to all health and safety guidance, provided by the Company.

Demonstrated skills and competencies E - Essential P - Preferred Experience

• At least 5 years' experience working in an office environment providing high quality personal assistance support to senior level executives (E)

• Experience working in biotech/pharma industry or hospital or medical clinic setting (E)

• Experience coordinating complex travel logistics and working across different time zones (e.g., to set up conference calls etc.) (E) Qualifications

• Educated to Degree Level or equivalent relevant experience (P)

• A degree in science or healthcare related fields (P)

Skills/Specialist knowledge

• Microsoft Office Skills - excellent proficiency in Word, Excel, PowerPoint, and Outlook required (E) Excellent time management skills with the ability to multi-task (E)
• Excellent organizational skills (E)
• Strong written and verbal communication skills (E)
• Ability to handle details of a highly confidential and critical nature (E)
• Ability to prioritize and manage own workload amid conflicting demands and busy work periods (E)
• Excellent attention to detail (E)
• Result oriented with a positive outlook and a willingness to learn (E)
• Ability to effectively receive and communicate feedback (E)
• Ability to think ahead and anticipate issues before they arise and proactively solve these (E)
• Ability to work under pressure and be flexible as part of a small team (P)