Executive Administrative Assistant

Aequor; Princeton (NJ); On-site; USD 75,000 - 85,000; Part time

Job summary

A leading pharmaceutical company in Princeton, NJ is seeking an Executive Administrative Assistant to provide comprehensive support to the Medical Affairs department. The ideal candidate must have at least 3 years of experience in Medical Affairs, strong organizational skills, and proficiency in Microsoft Office Suite. Responsibilities include scheduling, communication with stakeholders, and assisting with reports. This is a contract position offering competitive compensation.

Qualifications

• Minimum 3 years of experience in Medical Affairs within the pharmaceutical industry.
• Experience with Medical Affairs systems preferred.
• Ability to work independently and collaboratively in a fast-paced environment.

Responsibilities

• Provide primary administrative support to the MA Department.
• Serve as the main point of contact for the MA Leadership team.
• Assist in the preparation of reports and presentations.

Skills

Organizational skills

Communication skills

Attention to detail

Ability to manage multiple tasks

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Office Suite

ARIBA

Concur

Job description

Direct message the job poster from Aequor

Executive Administrative Assistant with experience supporting Medical Affairs

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:

• 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.

• 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.

• 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:

• 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).
• 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.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Contract

Job function

• Job function

  Administrative

• Industries

  Pharmaceutical Manufacturing

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