Executive Assistant & Medical Affairs Project Lead

propharmagroup; United States; Hybrid; USD 70,000 - 110,000; Full time

Job summary

ProPharma in the United States is seeking an experienced Executive Assistant to support the Group Vice President and the Medical Affairs Leadership Team. You will manage calendars, coordinate meetings and travel, and provide logistics and administrative support across the Medical Affairs function.

The role requires 5+ years in a multinational setting, strong organizational skills, discretion, and excellent proficiency with Office apps.

Qualifications

• 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.

Responsibilities

• 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 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
• 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

Skills

Discretion

Communication

Organization

Problem solving

Education

BA or equivalent by experience

Tools

Office suite (Excel, Word, PowerPoint, Outlook)

Job description

ProPharma in the United States is seeking an experienced Executive Assistant to support the Group Vice President and the Medical Affairs Leadership Team. You will manage calendars, coordinate meetings and travel, and provide logistics and administrative support across the Medical Affairs function.

The role requires 5+ years in a multinational setting, strong organizational skills, discretion, and excellent proficiency with Office apps.