Executive Assistant & Medical Affairs Project Coordinator (Onsite, Wilmington, DE)

ProPharma; Raleigh (NC); Hybrid; USD 65,000 - 90,000; Full time

Job summary

ProPharma is seeking an experienced Executive Assistant to support the Group Vice President and senior Medical Affairs leadership. The role will manage calendars, meetings, travel, and budgets, coordinating across teams to ensure smooth operations and timely communications.

Hybrid work flexibility is offered to enable collaboration with colleagues in the Medical Affairs group and related functions. The ideal candidate will bring 5+ years of multinational experience, exceptional organizational

Qualifications

• 5+ years’ experience supporting senior management in a multinational company.
• Excellent organization, problem solving and discretion with sensitive information.

Responsibilities

• Act as an Executive Assistant for the GVP and senior Medical Affairs leaders.
• Manage calendars, meetings, travel, and email for leadership team.
• Coordinate team meetings, video conferences, agendas, notes, and attendees.
• Organize business travel and expense reports.
• Provide logistics support for internal and external events.
• Assist with budget planning and tracking with Finance.
• Support Medical Affairs SharePoint and contact lists.
• Assist with vendor contracts and purchasing processes as needed.
• Liaise with Administrative Assistants across the company.

Skills

Executive support

Calendar management

Budgeting

Communication

Education

BA or equal by experience

Tools

Office Suite (Excel, Word, PowerPoint, Outlook)

Job description

For the past 25 years, ProPharma has improved the health and wellness of patients by providing advice and expertise that empowers biotech, med device, and pharmaceutical organizations of all sizes to confidently advance scientific breakthroughs and introduce new therapies. ProPharma partners with its clients through an advise-build-operate model across the complete product lifecycle.With deep domain expertise in regulatory sciences, clinical research solutions, quality & compliance, pharmacovigilance, medical information, and R&D technology, ProPharma offers an end-to-end suite of fully customizable consulting solutions that de-risk and accelerate our partners’ most high-profile drug and device programs.

Summary

Business support & General Project coordination for three members of the Medical Affairs Leadership Team including the Group Vice President.

Duties and Responsibilities

Business support / Operations:

• Act as an Executive Assistant for the GVP, Head of Medical Affairs, the VP Medical Communications, Strategy and Operations& the Head of Evidence Generation
• Act as business support for Medical Affairs Department
• Manage calendars, meeting preferences and email as requested
• Coordinate and arrange team/working group meetings and video conferences (agenda, timing, location, attendees, facilities, notes etc.)
• Organize business travel and expense reports
• Provide logistics support for internal and external events
• Manage monthly accruals (follow up with agencies) and coordinate with Finance
• Support budget planning, tracking, and adjustments with team as required
• Support with the Medical Affairs SharePoint (access management, uploading meetings folders, etc.)
• Update and maintain various contact lists
• Act as the first contact for requests of individuals this role directly supports.
• Ambassador for Medical Affairs Department
• Teamwork with Administrative Assistants across the company from other functions on joint meetings and projects
• To the extent that it may be required, support contract management which may include the creation of vendors profile, contracts online requests, generate purchase orders, DocuSign, invoicing, maintain the project tracker up to date, follow-up with Legal & Finance departments

Project coordination:

• Project coordinator for assigned projects and assist with other projects
• Coordinator for the Project management core team, resources, equipment, and information
• Implement and maintain appropriate project management processes where needed
• Communication and planning management

Requirements

• BA or equal by experience
• 5+ years’ experience working for a multi-national company in a similar position or support of similar senior management
• Well organized, willingness to solve problems and honor deadlines, reliable, great communication skills and discretion & ability to handle sensitive information are a must
• Excellent proficiency with Office software systems (Excel, Word, PowerPoint) and Outlook

We celebrate our differences and strive to create a workplace where each person can be their authentic self. We are committed to diversity, equity, and inclusion. Employees are encouraged to unleash their innovative, collaborative, and entrepreneurial spirits. With a holistic approach as an Equal Opportunity Employer, we provide a safe space where all employees feel empowered to succeed.

All applications to roles at ProPharma are personally reviewed by a member of our recruitment team. We do not rely on AI screening tools to support our hiring process. You will always receive an outcome to your application so that you have an answer from us - whether you’re successful or not.

Whilst ProPharma supports remote working, we also recognise the value that comes from in person collaboration. As such, we encourage any new hires that are based within a reasonably short commute of one of our offices to work on a hybrid basis and spend some time working from that office location, as agreed with your manager. All applications will be treated on their own merit and candidates will not be at any advantage or disadvantage based on their proximity to an office.

ProPharma Group does not accept unsolicited resumes from recruiters/third parties. Please, no phone calls or emails to anyone regarding this posting.