Medical Affairs Operations Consultant

Planet Pharma; Massachusetts; Hybrid; USD 85,000 - 120,000; Full time

Job summary

Planet Pharma is seeking a Medical Affairs Operations Consultant to support strategic and operational execution of Medical Affairs activities. This role involves managing meetings, events, contracts, vendor communications, and cross-functional coordination to enable timely medical initiatives.

You will optimize processes, maintain systems access, track budgets and KPIs, and back field medical teams with logistics and publications support in a fast-paced pharmaceutical environment.

Qualifications

• Bachelor’s degree in life sciences, healthcare, business, or related field.
• 3+ years in operations or project management in Medical Affairs or pharmaceutical operations.
• Ability to manage multiple complex projects in a fast-paced environment.
• Excellent organizational and interpersonal skills.
• Ability to work collaboratively in a cross-functional team environment.

Responsibilities

• Plan and coordinate Medical Affairs meetings and events, including Advisory Boards, KOL/HCP outreach and meeting scheduling for conferences, and internal Medical Affairs meetings (Quarterly, Bi-weekly).
• Manage calendar coordination, invitations, logistics, and content preparation (e.g., pre-conference decks, Q&A documents).
• Manage the preparation, submission, tracking, and completion of Needs Assessment Forms and related compliance approvals, ensuring activities are appropriately documented and routed through required review processes. Prepare, submit, and track Medical Affairs contracts and purchase orders across all functions through approval processes. Liaise with vendors to ensure timely communication and status updates.
• Assist with tracking actual spend against budget, proactively manage accruals to maintain financial alignment and reporting integrity. Support the annual budget planning process.
• Facilitate access to key Medical Affairs systems and platforms and support onboarding of new team members from an operations perspective, including coordinating system access, required training, and administrative needs.
• Serve as an administrator for the Medical Affairs Funding & Giving platform, supporting request submission, routing, review, tracking, documentation, and ongoing platform maintenance.
• Support vendor sourcing projects by reviewing proposals, communicating with potential vendors, scheduling bid defense meetings and helping to onboard new vendors as required.
• Maintain and troubleshoot access and updates for all Medical Affairs systems including CRM, LMS, PromoMats and other tools. Ensure proper documentation and adherence to system workflows and operational standards.
• Provide operational and logistical support for field medical teams, conferences, scientific communications and publications.
• Support cross-functional teams by coordinating communication, tracking project milestones, and facilitating alignment between Medical Affairs and cross functional partners to ensure efficient execution of medical initiatives. Support maintenance of field team dashboards and track metrics against KPIs.

Skills

Cross-functional coordination

Organizational skills

Communication skills

Project management

Education

Bachelor’s degree in life sciences, healthcare, business, or related field

Job description

POSITION OVERVIEW:

Seeking a Medical Affairs Operations Consultant who will play a critical role in supporting the strategic and operational execution of Medical Affairs activities. This individual will support key operational functions such as Medical Affairs meetings and events, cross-functional coordination, process optimization, contracting and vendor support to ensure the effective execution of medical initiatives. This role requires strong organizational and communication skills, as well as an understanding of the pharmaceutical/biotech industry and Medical Affairs functions.

RESPONSIBILITIES:

• Support the planning and coordination of Medical Affairs meetings and events, including Advisory Boards, KOL/HCP outreach and meeting scheduling for conferences, and internal Medical Affairs meetings (Quarterly, Bi-weekly).


• Manage calendar coordination, invitations, logistics, and content preparation (e.g., pre-conference decks, Q&A documents).


• Manage the preparation, submission, tracking, and completion of Needs Assessment Forms and related compliance approvals, ensuring activities are appropriately documented and routed through required review processes. Prepare, submit, and track Medical Affairs contracts and purchase orders across all functions through approval processes. Liaise with vendors to ensure timely communication and status updates.


• Assist with tracking actual spend against budget, proactively manage accruals to maintain financial alignment and reporting integrity. Support the annual budget planning process.


• Facilitate access to key Medical Affairs systems and platforms and support onboarding of new team members from an operations perspective, including coordinating system access, required training, and administrative needs.


• Serve as an administrator for the Medical Affairs Funding & Giving platform, supporting request submission, routing, review, tracking, documentation, and ongoing platform maintenance.


• Support vendor sourcing projects by reviewing proposals, communicating with potential vendors, scheduling bid defense meetings and helping to onboard new vendors as required.


• Maintain and troubleshoot access and updates for all Medical Affairs systems including CRM, LMS, PromoMats and other tools. Ensure proper documentation and adherence to system workflows and operational standards.


• Provide operational and logistical support for field medical teams, conferences, scientific communications and publications.


• Support cross-functional teams by coordinating communication, tracking project milestones, and facilitating alignment between Medical Affairs and cross functional partners to ensure efficient execution of medical initiatives. Support maintenance of field team dashboards and track metrics against KPIs.

REQUIREMENTS:

• Bachelor’s degree in life sciences, healthcare, business, or related field


• Experience in Medical Affairs, clinical research, or pharmaceutical operations, with at least 3 years in an operations or project management capacity


• Proven ability to support cross-functional teams and manage multiple complex projects in a fast-paced environment


• Excellent organizational, communication, and interpersonal skills


• Ability to work collaboratively in a cross-functional team environment