Executive Assistant Jobs in Milwaukee, NC

About The Position

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 period10 days
• Volunteer Leave – 32 hours per calendar year
• Military Spouse Time-Off – 80 hours per calendar year