Account Executive - Medical Communications

Prime•New York, NY

13h•Hybrid

About The Position

Accelerating Life-Changing Solutions to Global Healthcare Challenges is the vision that unites us through a shared sense of purpose, whatever the role. It speaks to the significant challenges that exist within global healthcare, and how we, as one team, can help to deliver better solutions and outcomes for our partners and for patients everywhere, sooner. Your job description outlines the important role and responsibilities that you own in achieving this vision. Importantly too is how we go about living our vision. This is defined by the Prime mission: Through a pioneering fusion of the finest expertise in science, strategy, evidence, technology and creativity we deliver the world-class outcomes that our global partners trust to achieve their goals. It speaks to collaboration and to everyone’s responsibility to bring together the diverse expertise that exist across our team to deliver world-class outcomes. On this foundation, we have defined four core values, these represent the shared principles that guide our behaviours every day, whatever your role: Be Brave, Be Human, Be Passionate, Be Exceptional. At Prime these values are integral to who we are. They are there to guide you in your role and support you on your personal journey to success. They shape our culture and support us in achieving our vision together, as one global team. The role As an Account Executive you will support the day-to-day delivery of medical communications projects, working closely with senior account leads to ensure work is delivered on time, within budget, and to a high standard of quality and compliance. The role provides hands-on project coordination across timelines, logistics, financial tracking, databases, and approvals, while following established SOPs to support operational excellence. It’s an ideal entry-level opportunity for someone looking to build a career in medical communications, develop an understanding of client strategy and the pharmaceutical industry, and contribute to positive client experiences. Working collaboratively with internal teams, clients, authors, and external partners, the Account Executive helps coordinate meetings, events, materials, and documentation, while maintaining accurate project records and approval workflows in line with Good Publication Practice. The role also supports basic financial administration, client communication, and post-project learnings, with a strong emphasis on organisation, attention to detail, and proactive problem-solving. This position suits a reliable, detail-oriented individual who is keen to learn, confident using standard office tools, and motivated to grow their skills in a fast-paced, professional agency environment.

Requirements

Organised and reliable, with strong attention to detail
Communicates clearly and professionally, both verbally and in writing.
Manages time effectively and delivers work to agreed deadlines.
Able to prioritise and manage multiple projects independently while maintaining accuracy under pressure.
Collaborates effectively and models Prime’s values through positive team contribution.
Professional, adaptable, and proactive in supporting team and client needs.
Demonstrates curiosity, initiative, and accountability for continuous learning and improving team efficiency.

Responsibilities

Support day-to-day account management under the direction of the senior team, ensuring smooth communication and efficient delivery of client work, in line with SOPs.
Collaborate with cross-functional teams (studio, editorial, creative) to coordinate timely project delivery through the defined SOPs.
Apply and develop knowledge of client products, therapy area, and market context to inform project delivery.
Contribute to post-project debriefs, supporting the SAM/AD in capturing lessons learned and identifying opportunities to enhance client delivery and future project performance.
Support efforts to contribute to the organic growth through quality delivery of assigned accounts.
Take opportunities to build understanding of the pharmaceutical industry, med comms sector, and compliance frameworks relevant to assigned accounts.
Develop and manage project timelines, update status trackers, and follow internal processes to ensure smooth, on-time delivery, in line with SOPs and flagging any risks or issues to the SAM/AD through agreed SOP channels.
Coordinate and ensure delivery of live/virtual/hybrid events (e.g. logistics, materials, registrations, supplier liaison).
Coordinate print and shipping coordination, supports the development of on-site packs and pre-meeting materials as required.
Process copyright permission approvals and reference purchasing as required. Order references and ensure these are filed appropriately.
Maintain organized project folders and consistent file naming and sharing practices in line with SOPs.
Perform online and database searches for journal and congress information to support project delivery as required.
Manage financial tracking and invoicing under the guidance of the SAM/AD, including raising job numbers, budget development and tracking, invoicing, and reporting using CMAP (financial data tracking tool).
Track time accurately and record it weekly to support project efficiency and productivity.
Proactively flag any financial or timeline concerns to the SAM/AD to ensure projects remain within budget and on schedule, in line with SOPs.
Contribute to delivering high-quality client experiences and demonstrate professionalism in all interactions.
Build strong working relationships with client contacts, authors, and key opinion leaders (KOLs).
Prepare client meeting contact reports and status sheet updates and assist in basic project delivery discussions.
Communicate clearly and proactively with clients and internal teams, and ensures all correspondence and documentation comply with Prime’s SOP communication guidance (Teams, email, meeting notes).
Create records and maintain all aspects of database and approvals management systems, ensuring project records, documents, and approvals are accurately maintained in accordance with Client’s timelines, publication process and publication database guidelines.
Comply with defined approval and quality-control workflow (upload, track, and maintain approval records) to ensure project materials are complete, compliant, and retrievable.
Ensure the database record meets Good Publication Practice guidelines and that all steps are complete, with fully auditable documentation trail.
Responsibility for Publication Platform audits
Proactively identify inconsistencies or missing information and work with internal teams to resolve issues.
Any other tasks or projects as reasonably requested by the company