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

Medical Affairs Executive Assistant

The Executive Assistant, Global Medical Affairs will provide senior-level executive administrative, operational, and event execution support to the Senior Director of Global Medical Affairs, the Senior Director of Preclinical Research, and, as applicable, the Chief Medical Officer for the Americas within Scientific Affairs. This individual will establish and maintain administrative systems and manage day-to-day administrative activities required to support the effectiveness, efficiency, and operating cadence of these leaders and their teams.

This role serves as a trusted business partner who anticipates needs, proactively manages priorities, protects confidentiality, supports internal and external stakeholder engagement, and enables seamless execution of Medical Affairs, Preclinical Research, Professional Relations, evidence-generation, and voice-of-customer activities.

Responsibilities

• Provide senior-level executive administrative support to both Senior Directors of Global Medical Affairs and Preclinical Research, including complex calendar management, meeting coordination, prioritization of requests, preparation of agendas and materials, and proactive follow-up on delegated actions.

• Manage day-to-day administrative support systems that enable effective and efficient department operations, including document organization, communication flow, meeting cadence, pre-read distribution, records management, and coordination of routine business processes.

• Support and collaborate with Medical Affairs, Preclinical Research, Marketing, Clinical Affairs, Regulatory, R&D, Professional Education, Finance, and other internal partners on professional partnership activities, business operations, and cross‑functional initiatives.

• Work closely with the Senior Director and Medical Affairs leaders to support the operational planning and execution of external and internal events that advance product development, evidence generation, voice‑of‑customer insights, advisory activities, and professional relations objectives.

• Foster professional relationships with electrophysiology physicians, medical associations, and external stakeholders by supporting timely communication, logistics, contracting, meeting preparation, and a high‑quality participant experience during Professional Relations Program events.

• Maintain an annual event planner and standardized event execution checklist; coordinate logistics for virtual and in‑person voice‑of‑customer meetings, advisory boards, professional relations events, and other Medical Affairs engagements as needed.

• Coordinate physician participation, communications with physicians and field teams, contracting support, time records, payment processing, purchase orders, invoicing, and other administrative requirements related to external engagements.

• Develop and maintain customer‑facing events in event management systems, including Cvent; track registration, monitor status, generate reports, and provide updates to event leaders and key stakeholders.

• Coordinate virtual meeting builds and technical support, including Zoom or Teams logistics, polling support, attendance reporting, post‑event reporting, and meeting documentation.

• Source venues and manage event logistics, including venue contracting, meals, transportation, hotel arrangements, domestic travel, and coordination with designated travel partners such as Concur and AMEX Corporate Business travel.

• Provide travel and expense support for the Senior Director(s) within Scientific Affairs and the Chief Medical Officer for the Americas as applicable, for department activities, including itinerary coordination, expense report preparation, reimbursement tracking, and adherence to company policies and procedures.

• Prepare, edit, and manage confidential and sensitive documents, correspondence, meeting materials, presentations, communications, reports, and business updates with a high degree of accuracy, discretion, and professionalism.

• Support internal department meetings and company events, including pre‑and post‑meeting planning, onsite support, notetaking, action‑item tracking, follow‑up communications, and coordination with cross‑functional stakeholders.

• Manage stakeholder utilization reporting and prepare quarterly Professional Education/Professional Engagement reporting, as appropriate, for review with Medical Affairs and business leaders.

• Demonstrate proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, Zoom, SharePoint, Cvent, Concur, Workday, eMarketplace, and other internal systems required to support executive administration, event execution, and business operations.

• Ensure personal and company compliance with all applicable federal, state, local, and company regulations, policies, procedures, healthcare compliance requirements, and standards governing interactions with healthcare professionals.

• Perform other duties as assigned to support the Senior Director, Global Medical Affairs, and broader Medical Affairs priorities.

Qualifications

• Bachelor’s degree required.

• Minimum of 5 years of professional experience in executive administration, senior‑level administrative support, event management, business operations, or a related role required.

• Prior experience supporting Medical Affairs, R&D, Clinical Affairs, Professional Education, Commercial Strategy, or other health care professional engagement functions.

• Experience with healthcare professional contracting, advisory boards, voice‑of‑customer meetings, professional relations programs, and evidence‑generation support activities.

• Experience working in a global, matrixed organization with senior leaders and cross‑functional stakeholders.

• Demonstrated experience supporting senior leaders, managing complex calendars, coordinating meetings, preparing materials, arranging travel, and processing expense reports.

• Demonstrated experience planning and executing in‑person, virtual, and hybrid events, including customer‑facing or healthcare professional engagements.

• Experience coordinating with external physicians, healthcare professionals, medical associations, internal department leads, and cross‑functional stakeholders preferred.

• Demonstrated knowledge of contracting, purchase orders, invoicing, physician payments, billing, time records, and expense processes preferred.

• Strong proficiency with Microsoft Office applications and collaboration/event platforms, including Outlook, Word, Excel, PowerPoint, Teams, Zoom, SharePoint, Cvent, Concur, Workday, and related business systems.

Other

• This position is located in Irvine, CA. Onsite or hybrid expectations should align with applicable workplace policies and business needs.

• This position may require up to 10-15% domestic travel to support meetings, internal engagements, professional relations activities, and external events, including weekends.

As part of our promise to talent, Kelly supports those who work with us through a variety of benefits, perks, and work‑related resources. Please note: The following benefits reflect Kelly's general offerings. Eligibility may vary by assignment, location, and job type. Kelly offers eligible employees voluntary benefit plans including medical, dental, vision, telemedicine, term life, whole life, accident insurance, critical illness, a legal plan, and short‑term disability. As a Kelly employee, you will have access to a retirement savings plan, service bonus and holiday pay plans (earn up to eight paid holidays per benefit year), and a transit spending account. In addition, employees are entitled to earn paid sick leave under the applicable state or local plan. Click here (https://www.mykelly.com/help-support-working-with-kelly-us/#Benefits) for more information on benefits and perks that may be available to you as a member of the Kelly Talent Community.

Why Kelly Science & Clinical?

Kelly Science & Clinical is your connection to premier scientific and clinical companies looking to hire industry experts just like you. Our team creates expert talent solutions to solve the world’s most critical challenges. Every day, we match science professionals with dream jobs that fit their skills, interests, and career goals—it’s the way we think job searching should be. Nearly 100 percent of our science recruiters have a professional background and education in science, so we know a thing or two about the science market and how to get your expertise noticed.

About Kelly

Work changes everything. And at Kelly, we’re obsessed with where it can take you. To us, it’s about more than simply accepting your next job opportunity. It’s the fuel that powers every next step of your life. It’s the ripple effect that changes and improves everything for your family, your community, and the world. Which is why, here at Kelly, we are dedicated to providing you with limitless opportunities to enrich your life—just ask the 300,000 people we employ each year.

Kelly is committed to providing equal employment opportunities to all qualified employees and applicants regardless of race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or any other legally protected status, and we take affirmative action to recruit, employ, and advance qualified individuals with disabilities and protected veterans in the workforce. Requests for accommodation related to our application process can be directed to the Kelly Human Resource Knowledge Center. Kelly complies with the requirements of California’s state and local Fair Chance laws. A conviction does not automatically bar individuals from employment. Kelly participates in E-Verify and will provide the federal government with your Form I‑9 information to confirm that you are authorized to work in the U.S.

Kelly may use AI-powered tools during the recruitment and hiring process. For full details, including how Kelly uses AI, your rights, and how to request a reasonable accommodation, visit the Recruitment Artificial Intelligence Notice (https://www.kellyservices.com/hubfs/myKelly/Resources/Employment_Policies/Recruitment-Artificial-Intelligence-Notice.pdf?hsLang=en) .

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