Executive Assistant & Medical Affairs Project Coordinator (Onsite, Wilmington, DE)
About The Position
Business support & General Project coordination for three members of the Medical Affairs Leadership Team including the Group Vice President. ProPharma has improved the health and wellness of patients by providing advice and expertise that empowers biotech, med device, and pharmaceutical organizations of all sizes to confidently advance scientific breakthroughs and introduce new therapies. ProPharma partners with its clients through an advise-build-operate model across the complete product lifecycle. With deep domain expertise in regulatory sciences, clinical research solutions, quality & compliance, pharmacovigilance, medical information, and R&D technology, ProPharma offers an end-to-end suite of fully customizable consulting solutions that de-risk and accelerate our partners’ most high-profile drug and device programs.
Requirements
- BA or equal by experience
- 5+ years’ experience working for a multi-national company in a similar position or support of similar senior management
- Well organized, willingness to solve problems and honor deadlines, reliable, great communication skills and discretion & ability to handle sensitive information are a must
- Excellent proficiency with Office software systems (Excel, Word, PowerPoint) and Outlook
Responsibilities
- Act as an Executive Assistant for the GVP, Head of Medical Affairs, the VP Medical Communications, Strategy and Operations & the Head of Evidence Generation
- Act as business support for Medical Affairs Department
- Manage calendars, meeting preferences and email as requested
- Coordinate and arrange team/working group meetings and video conferences (agenda, timing, location, attendees, facilities, notes etc.)
- Organize business travel and expense reports
- Provide logistics support for internal and external events
- Manage monthly accruals (follow up with agencies) and coordinate with Finance
- Support budget planning, tracking, and adjustments with team as required
- Support with the Medical Affairs SharePoint (access management, uploading meetings folders, etc.)
- Update and maintain various contact lists
- Act as the first contact for requests of individuals this role directly supports.
- Ambassador for Medical Affairs Department
- Teamwork with Administrative Assistants across the company from other functions on joint meetings and projects
- To the extent that it may be required, support contract management which may include the creation of vendors profile, contracts online requests, generate purchase orders, DocuSign, invoicing, maintain the project tracker up to date, follow-up with Legal & Finance departments
- Project coordinator for assigned projects and assist with other projects
- Coordinator for the Project management core team, resources, equipment, and information
- Implement and maintain appropriate project management processes where needed
- Communication and planning management
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
Associate degree
