Global Medical Affairs Executive Assistant

Kelly Services; Irvine (CA); On-site; USD 70,000 - 95,000; Full time

Benefits offered by this job

Medical, dental, vision benefits

Transit benefit

Paid holidays

Job summary

Kelly Services in Irvine, CA seeks a Medical Affairs Executive Assistant to provide senior-level administrative support to Global Medical Affairs leaders. You will manage calendars, coordinate meetings, plan internal and external events, and collaborate with cross-functional teams across Medical Affairs, R&D, and Clinical Affairs.

The role emphasizes confidentiality, process excellence, and seamless execution of enterprise initiatives.

Qualifications

• Bachelor’s degree required.
• Minimum of 5 years of professional experience in executive administration or related roles.
• Experience supporting Medical Affairs, R&D, Clinical Affairs, or related functions.
• Experience with contracting, purchase orders, invoicing, and payments.
• Strong proficiency with Microsoft Office and collaboration platforms.
• Experience planning and executing in-person, virtual, and hybrid events.

Responsibilities

• Provide senior-level executive administrative support to Senior Directors and executives, including complex calendar management and meeting coordination.
• Manage day-to-day administrative systems and ensure efficient department operations.
• Collaborate with Medical Affairs, R&D, Marketing, Regulatory, Finance, and other partners on cross-functional initiatives.
• Support operational planning and execution of external and internal events to advance product development and advisory activities.
• Foster relationships with physicians and professional associations, handling communications and logistics for events.
• Maintain annual event planner and coordinate virtual and in-person events, including VOCTA meetings and advisory boards.
• Coordinate contracting, time records, travel arrangements, and expense processing related to external engagements.
• Develop and maintain event management in systems like Cvent; monitor registrations, generate reports.

Skills

Executive support

Calendar management

Event coordination

Cross-functional collaboration

Travel & expense management

Education

Bachelor’s degree

Tools

Microsoft Outlook

Microsoft Excel

PowerPoint

SharePoint

Cvent

Concur

Workday

Zoom

Teams

Job description

Kelly Services in Irvine, CA seeks a Medical Affairs Executive Assistant to provide senior-level administrative support to Global Medical Affairs leaders. You will manage calendars, coordinate meetings, plan internal and external events, and collaborate with cross-functional teams across Medical Affairs, R&D, and Clinical Affairs.

The role emphasizes confidentiality, process excellence, and seamless execution of enterprise initiatives.