Executive Assistant, Medical Affairs

JOB DESCRIPTION

Job Title:  Executive Assistant, Global Medical Affairs

Department: Global Medical Affairs

Role Holder:

Reports to:  Vice President, Global Medical Affairs

Main purpose of role:

The role of the Medical Office is to bring medical, regulatory, scientific and drug safety related insights and expertise to ADVANZ PHARMA and to be subject matter experts across the following functional areas: global regulatory affairs, global medical affairs, global healthcare compliance, global patient safety and global clinical development.  This entails engaging and collaborating with regulatory agencies, healthcare organizations, healthcare professionals and customers – both internal and external - and generating and communicating relevant, meaningful, and impactful data, and securing and maintaining marketing authorizations across the ADVANZ PHARMA portfolio. In so doing, the Medical Office represents the voice of the patient in all matters; works to ensure that products and marketing authorizations are supported by relevant, up to date data and retain a positive benefit/risk profile; helps to drive our scientific credibility and reputation as a company; enables stakeholders to make informed choices for patients; operates with due regard to all relevant regulations and compliance requirements.

The role of the Executive Assistant – Medical Affairs is to deliver defined activities in support of the Global Medical Affairs function within the Medical Office, and to provide comprehensive administrative and operational support to the Vice President, Global Medical Affairs. This includes coordination of financial processes, budget oversight, contract administration, and ensuring effective and compliant operational management of Medical Affairs activities in alignment with ADVANZ PHARMA policies and procedures.

Key responsibilities:

• Work proactively and independently to provide administrative support to the Vice President, Medical Affairs, plus selected senior managers within the Medical Office (discretion of line manager/Chief Medical Officer)
• Manage medical affairs office administrative duties in an international and dynamic environment, including maintaining and manage calendars, including booking meeting rooms and coordinating attendee calendars and travel arrangements (including itineraries, expenses)
• Coordinates new employee onboarding tasks
• Join group meetings, to take meeting minutes and collate meeting follow-up actions to communicate with the team
• Manage end-to-end payment processes for the Global Medical Affairs function, including purchase order (PO) creation, invoice processing, tracking of payments and coordination with Finance to ensure timely and accurate execution.
• Support budget tracking activities, including maintaining budget oversight, monitoring spend versus forecast, and preparing monthly budget reports for the Vice President, Global Medical Affairs.
• Coordinate and manage contract administration processes with external stakeholders, including Healthcare Professionals (HCPs) and vendors, ensuring documentation is accurate, complete and compliant with ADVANZ PHARMA policies and applicable regulations.
• Ensure all activities are undertaken with due regard to ADVANZ PHARMA compliance requirements, and relevant rules/regulations.
• Other tasks, as directed by the supervisor, or based on specific appointment, or determined during the annual objectives setting process, or by relevant key performance indicators.