Medical Affairs Team Assistant
4 weeks ago
Role Summary
To provide efficient Team Administrative support to the Vice President of Medical Affairs and team members within the US Medical Affairs department.
Key Responsibilities
• Provide Team Assistant support to support to the Vice President of Medical Affairs and team members within the US Medical Affairs department.
• Multiple calendar management – liaising with external/internal VIPs, medical and scientific collaborators, suppliers, consultants, and colleagues.
• Arrange complex domestic and international travel, conference attendance, and accommodation.
• Flexibility to adapt to different time zones to suit team needs.
• Scheduling meetings F2F, TC’s and VC’s (using software such as MS Teams / WebEx).
• Organize meetings during congress / conferences.
• Manage, create, and receipt Purchase Orders where required.
• Minute Taking (ad-hoc).
• Manage incoming e-mail and post, corresponding on behalf of senior management in a timely manner, as requested.
• Collate, check, reconcile expenses for the designated Executives while maintaining a record of expenses - to assist with budget and planning, using Microsoft D365 or other company systems.
• Organization of other ad-hoc meetings/interviews, as requested.
• Working closely with the other members of the Corporate Support team to organize and support events (i.e., conferences).
• To provide other Executive Assistants with support during leave or absences.
• Any other duties as required following consultation with the hiring manager.
• The position-holder will be responsible for adhering to all health and safety guidance, provided by the Company.
Demonstrated skills and competencies E – Essential P - Preferred Experience
• At least 5 years’ experience working in an office environment providing high quality personal assistance support to senior level executives (E)
• Experience working in biotech/pharma industry or hospital or medical clinic setting (E)
• Experience coordinating complex travel logistics and working across different time zones (e.g., to set up conference calls etc.) (E) Qualifications
• Educated to Degree Level or equivalent relevant experience (P)
• A degree in science or healthcare related fields (P)
Skills/Specialist knowledge
• Microsoft Office Skills - excellent proficiency in Word, Excel, PowerPoint, and Outlook required (E) Excellent time management skills with the ability to multi-task (E)
• Excellent organizational skills (E)
• Strong written and verbal communication skills (E)
• Ability to handle details of a highly confidential and critical nature (E)
• Ability to prioritize and manage own workload amid conflicting demands and busy work periods (E)
• Excellent attention to detail (E)
• Result oriented with a positive outlook and a willingness to learn (E)
• Ability to effectively receive and communicate feedback (E)
• Ability to think ahead and anticipate issues before they arise and proactively solve these (E)
• Ability to work under pressure and be flexible as part of a small team (P)
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