Medical Affairs Executive Assistant

Medical Affairs Executive Assistant

The Executive Assistant, Global Medical Affairs will provide senior-level executive administrative, operational, and event execution support to the Senior Director of Global Medical Affairs, the Senior Director of Preclinical Research, and, as applicable, the Chief Medical Officer for the Americas within Scientific Affairs. This individual will establish and maintain administrative systems and manage day-to-day administrative activities required to support the effectiveness, efficiency, and operating cadence of these leaders and their teams.

This role serves as a trusted business partner who anticipates needs, proactively manages priorities, protects confidentiality, supports internal and external stakeholder engagement, and enables seamless execution of Medical Affairs, Preclinical Research, Professional Relations, evidence-generation, and voice-of-customer activities.

Responsibilities:

• Provide senior-level executive administrative support to both Senior Directors of Global Medical Affairs and Preclinical Research, including complex calendar management, meeting coordination, prioritization of requests, preparation of agendas and materials, and proactive follow-up on delegated actions.
• Manage day-to-day administrative support systems that enable effective and efficient department operations, including document organization, communication flow, meeting cadence, pre-read distribution, records management, and coordination of 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.
• Work closely with the Senior Director and Medical Affairs leaders to support the operational planning and execution of external and internal events that advance product development, evidence generation, voice-of-customer insights, advisory activities, and professional relations objectives.
• Foster professional relationships with electrophysiology physicians, medical associations, and external stakeholders by supporting timely communication, logistics, contracting, meeting preparation, and a high-quality participant experience during Professional Relations Program events.
• Maintain an annual event planner and standardized event execution checklist; coordinate logistics for virtual and in-person voice-of-customer meetings, advisory boards, professional relations events, and other Medical Affairs engagements as needed.
• Coordinate physician participation, communications with physicians and field teams, contracting support, time records, payment processing, purchase orders, invoicing, and other administrative 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 builds and technical support, including Zoom or Teams logistics, polling support, attendance reporting, post-event reporting, and meeting documentation.
• Source venues and manage event logistics, including venue contracting, meals, transportation, hotel arrangements, domestic travel, and coordination with designated travel partners such as Concur and AMEX Corporate Business travel.
• Provide travel and expense support for the Senior Director(s) within Scientific Affairs and the Chief Medical Officer for the Americas as applicable, for department activities, 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 pre- and post-meeting planning, onsite support, notetaking, action-item tracking, follow-up communications, and coordination with cross-functional stakeholders.
• Manage stakeholder utilization reporting and prepare quarterly Professional Education/Professional Engagement reporting, as appropriate, for review with Medical Affairs and business leaders.
• Demonstrate proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, Zoom, SharePoint, Cvent, Concur, Workday, eMarketplace, and other internal systems required 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.

Qualifications:

• Bachelor's degree required.
• Minimum of 5 years of professional experience in executive administration, senior-level administrative support, event management, business operations, or a related role required.
• Prior experience supporting Medical Affairs, R&D, Clinical Affairs, Professional Education, Commercial Strategy, or other health care professional engagement functions.
• Experience with healthcare professional 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.
• Demonstrated experience supporting senior leaders, managing complex calendars, coordinating meetings, preparing materials, arranging travel, and processing expense reports.
• Demonstrated experience planning and executing in-person, virtual, and hybrid events, including customer-facing or healthcare professional engagements.
• 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.
• Strong proficiency with Microsoft Office applications and collaboration/event platforms, including Outlook, Word, Excel, PowerPoint, Teams, Zoom, SharePoint, Cvent, Concur, Workday, and related business systems.

Other:

• This position is located in Irvine, CA. Onsite or hybrid expectations should align with applicable workplace policies and business needs.
• This position may require up to 10-15% domestic travel to support meetings, internal engagements, professional relations activities, and external events, including weekends.

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