Executive Assistant (Medical Affairs)

DBV Technologies • Bernards, VA

1d • $105,000 - $120,000 • Hybrid

About The Position

The Executive Assistant will be a trusted, key member of the Medical Affairs Team, managing general administrative tasks to maximize team efficiency and performing administrative duties as needed. The role is based in Warren, New Jersey, with a minimum of three days on site. The position supports the Head of Medical Affairs and the wider team, including coordination with internal and external partners.

Requirements

• Experience in a similar role within the pharmaceutical industry with a global organization.
• Advanced skills in Word, Excel, PowerPoint, and Outlook.
• Willingness to take on a variety of tasks and demonstrate flexibility in assisting others when required.
• Ability to work independently.
• Detail-oriented.
• Excellent interpersonal skills.
• Ability to handle confidential and scientific information with discretion.
• Willingness to travel occasionally if needed.

Nice To Haves

• Experience working with Medical Affairs, Clinical Development, or Regulatory teams.
• Familiarity with pharmaceutical compliance requirements, such as HCP engagement, fair market value, and transparency/Sunshine Act reporting.

Responsibilities

• Serve as a central point of contact for the Head of Medical Affairs, scheduling meetings with internal and external partners, including key opinion leaders, healthcare professionals, and advisory board members.
• Coordinate domestic and international travel according to company travel policy, including travel to medical congresses and scientific meetings.
• Act as the Head of Medical Affairs’ main contact in the cross-functional process of executing required documents.
• Support budget management by initiating and tracking purchase order requests and approvals, as well as invoice receipts and approvals in the accounts payable system.
• Prepare and coordinate the Head of Medical Affairs’ expense reports in accordance with company policy and ensure timely submission.
• Support coordination of contracts and payments for external experts, consultants, and vendors, including advisory boards, speaker engagements, and investigator-initiated studies, in compliance with company policy and applicable transparency requirements.
• Organize and periodically attend on-site and off-site Medical Affairs Team meetings with external partners, including preparing logistics and meeting materials such as agendas and attendee lists.
• Assist with logistics for medical congresses, advisory boards, and scientific exchange events.
• Create and edit PowerPoint presentations, Excel spreadsheets, and Word documents as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed