Administrative Assistant

Role Overview

As an Administrative Assistant supporting Medical Affairs, you will keep leadership and field operations organized by coordinating schedules, meetings, travel, records, and department logistics. Your work will also help Medical Affairs deliver training, advisory boards, and other programs smoothly while maintaining accurate, compliant documentation in a fast-moving biopharmaceutical environment.

Key Responsibilities

• Coordinate calendars, meetings, interviews, travel arrangements, and expense submissions for senior leaders.
• Provide day-to-day administrative assistance to Medical Affairs leaders and contribute support to projects as priorities shift.
• Organize Field Leadership Team and Medical Value Operations meetings, including preparation and follow-up as needed.
• Arrange logistics for field medical training, development activities, Medical Excellence programs, conferences, sponsorships, and field team gatherings.
• Maintain organized, compliant files and records, and help managers with routine operational tasks.
• Monitor field medical budgets and coordinate documentation related to contracts, invoices, fleet vehicles, and car allowance programs.
• Help plan regional field advisory boards and coordinate related contracts and logistics.
• Travel within the United States approximately 10% of the time when required.

Requirements & Qualifications

• At least five years of experience in an administrative support position; experience in biopharmaceuticals or Medical Affairs is preferred.
• Strong executive coordination and administrative skills, with the ability to balance competing deadlines and changing priorities.
• Experience working effectively in a fast-changing organization where processes may still be developing.
• Excellent organization, accuracy, and follow-through, along with clear written and verbal communication.
• Sound judgment and discretion when handling confidential information.
• Ability to build productive working relationships with colleagues and external contacts at different levels.
• Proficiency with Microsoft Office, SharePoint, and Veeva; familiarity with productivity tools such as Microsoft Copilot and Claude AI.
• No specific educational qualification is stated.

What We Offer / Why Join

• Medical, dental, and vision coverage, paid time off, and a 401(k) plan.
• Company incentive plans tied to individual and company performance.