Executive Assistant, Medical Affairs

6010-Biosense Webster Legal Entity • Irvine, CA

1d • Onsite

About The Position

The Executive Assistant, Global Medical Affairs will provide senior-level executive administrative and operational support to the Senior Directors of Global Medical Affairs and Preclinical Research and, as applicable, the Chief Medical Officer for the Americas within Scientific Affairs. This individual will establish and maintain administrative systems that support the effectiveness, efficiency, and operating cadence of these leaders and their teams. This role serves as a trusted business partner who anticipates needs, manages priorities, protects confidentiality, supports stakeholder engagement, and enables seamless execution of Medical Affairs, Preclinical Research, Professional Relations, evidence-generation, and voice-of-customer activities.

Requirements

• Bachelor’s degree is required.
• A minimum of 8 years of experience in executive administration, senior-level administrative support, event management, business operations, or a related role is required.
• Prior experience supporting Medical Affairs, R&D, Clinical Affairs, Professional Education, Commercial Strategy, or other health care professional engagement functions.
• Experience with professional healthcare 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.
• Experience supporting senior leaders through complex calendar management, meeting coordination, materials preparation, travel arrangements, and expense reporting.
• Experience planning and executing in-person, virtual, and hybrid events, including customer-facing or healthcare professional engagements.
• Strong proficiency with Microsoft Office applications and collaboration, event, and business platforms, including Outlook, Word, Excel, PowerPoint, Teams, Zoom, SharePoint, Cvent, Concur, Workday, and related systems.

Nice To Haves

• 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.

Responsibilities

• Provide senior-level executive administrative support to the Senior Directors of Global Medical Affairs and Preclinical Research, including complex calendar management, meeting coordination, request prioritization, agenda and material preparation, and follow-up on delegated actions.
• Manage administrative systems that support department operations, including document organization, communication flow, meeting cadence, pre-read distribution, records management, and 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.
• Partner with Medical Affairs leaders to support operational planning and execution of events that advance product development, evidence generation, voice-of-customer insights, advisory activities, and professional relations objectives.
• Support professional relationships with electrophysiology physicians, medical associations, and external stakeholders through timely communication, logistics, contracting coordination, meeting preparation, and a high-quality participant experience.
• Maintain an annual event planner and standardized execution checklist for virtual and in-person voice-of-customer meetings, advisory boards, professional relations events, and other Medical Affairs engagements.
• Coordinate physician participation, field-team communications, contracting support, time records, payment processing, purchase orders, invoicing, and other 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 logistics and technical support, including Zoom or Teams setup, polling, attendance tracking, post-event reporting, and meeting documentation.
• Source venues and manage event logistics, including venue contracting, meals, transportation, hotel arrangements, domestic travel, and coordination with travel partners such as Concur and AMEX Corporate Business Travel.
• Provide travel and expense support for Scientific Affairs leaders, 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 planning, onsite support, notetaking, action-item tracking, follow-up communications, and cross-functional coordination.
• Manage stakeholder utilization reporting and prepare quarterly Professional Education/Professional Engagement reporting, as appropriate, for review with Medical Affairs and business leaders.
• Use Microsoft Outlook, Word, Excel, PowerPoint, Teams, Zoom, SharePoint, Cvent, Concur, Workday, eMarketplace, and other internal systems 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.

Benefits

• Vacation –120 hours per calendar year
• Sick time - 40 hours per calendar year; for employees who reside in the State of Colorado –48 hours per calendar year; for employees who reside in the State of Washington –56 hours per calendar year
• Holiday pay, including Floating Holidays –13 days per calendar year
• Work, Personal and Family Time - up to 40 hours per calendar year
• Parental Leave – 480 hours within one year of the birth/adoption/foster care of a child
• Bereavement Leave – 240 hours for an immediate family member: 40 hours for an extended family member per calendar year
• Caregiver Leave – 80 hours in a 52-week rolling period
• 10 days Volunteer Leave – 32 hours per calendar year
• Military Spouse Time-Off – 80 hours per calendar year

What This Job Offers

• Job Type: Full-time
• Career Level: Executive