Executive Assistant (Medical Affairs)

DBV Technologies; Virginia; In loco; USD 105.000 - 120.000; Tempo pieno

Descrizione del lavoro

DBV Technologies is seeking a proactive Medical Affairs Administrative Specialist to join our team in Warren, NJ. You will support the Head of Medical Affairs with calendar management, meeting coordination, travel logistics, and documentation workflows to maximize efficiency and compliance.

You will handle budgeting, vendor and contractor communications, prepare expense reports, and assist with congress and advisory board activities, ensuring timely, accurate deliverables and confidentiality.

Competenze

• Experience in the pharmaceutical industry within a global organization.
• Experience with Medical Affairs, Clinical Development, or Regulatory teams preferred.
• Familiarity with pharmaceutical compliance requirements (Sunshine Act, transparency) preferred.
• Proficient in MS Office (Word/Excel/PowerPoint/Outlook).
• Willingness to travel occasionally.
• Ability to work independently and manage confidential information with discretion.

Mansioni

• Schedule meetings with internal and external partners for Head of Medical Affairs.
• Coordinate domestic and international travel for medical congresses and meetings.
• Act as main point of contact for cross-functional document processes.
• Support budgeting: purchase orders and invoices in AP system.
• Prepare Head of Medical Affairs expense reports.
• Coordinate contracts and payments for external experts and vendors.
• Organize and attend Medical Affairs meetings with external partners and prepare materials.
• Assist with logistics for medical congresses, advisory boards, and events.
• Create and edit PowerPoint presentations, Excel sheets, and Word documents.

Conoscenze

Advanced Word

Advanced Excel

PowerPoint

Outlook

Interpersonal skills

Detail oriented

Independent worker

Strumenti

Microsoft Office

Descrizione del lavoro

Description :

This role will be a trusted and key member of the Medical Affairs Team who will manage general administration tasks required to maximize team efficiency. Perform all administrative duties as needed.

Location :Warren, New Jersey - minimum 3 days on site

Salary Range :$105-120k

Key Responsibilities :

• Act as a central point of contact for the Head of Medical Affairs to schedule meetings with internal and external partners, including key opinion leaders, healthcare professionals, and advisory board members

• Coordinate domestic and international travel arrangements according to DBV travel policy, including travel to medical congresses and scientific meetings

• Be the main point of contact for the Head of Medical Affairs in the cross-functional process of executing all required documents

• Provide budget management support including initiating and tracking purchase order requests and approvals, and invoice receipts and approvals in the accounts payable system

• Prepare and coordinate Head of Medical Affairs expense reports adhering to DBV policy and ensuring timely submission

• Support the coordination of contracts and payments for external experts, consultants, and vendors (e.g., advisory boards, speaker engagements, investigator-initiated studies) in compliance with company policy and applicable transparency requirements

• Organize and periodically attend on- and off-site Medical Affairs Team meetings with external partners, including logistics and meeting materials (e.g., agenda, attendee list) preparation

• Assist with logistics for medical congresses, advisory boards, and scientific exchange events

• Create and edit PowerPoint presentations, Excel spreadsheets, and Word documents fit for purpose from time to time

Qualifications :

• Experience in a similar role within the pharmaceutical industry with a global organization

• Experience working with Medical Affairs, Clinical Development, or Regulatory teams preferred

• Familiarity with pharmaceutical compliance requirements (e.g., HCP engagement, fair market value, and transparency/Sunshine Act reporting) preferred

• Advanced Word, Excel, PowerPoint, and Outlook skills

• Willingness to take on a variety of tasks and demonstrate a flexible approach in assisting others when required

• Ability to work independently

• Must be detail oriented

• Excellent interpersonal skills

• Ability to handle confidential and scientific information with discretion

• Willingness to travel occasionally if needed

Behavioral skills :

• Curiosity: Keep on exploring uncharted territories. Always ask "why?" and more importantly "why not?",

• Courage: Take smart risks, mentor each other to always do better & be accountable for our choices, our opinions, and our actions,

• Collaboration: Teamwork and spirit. Support each other and be equally involved in the achievement of our common goals,

• Credibility: Be transparent, follow through and build trust. Educate ourselves about our unique technology.