Executive Assistant (Medical Affairs)

Description : 

This role will be a trusted and key member of the Medical Affairs Team who will manage general administration tasks required to maximize team efficiency. Perform all administrative duties as needed.

Location: Warren, New Jersey - minimum 3 days on site

Salary Range : $105-120k

Key Responsibilities : 

• Act as a central point of contact for the Head of Medical Affairs to schedule meetings with internal and external partners, including key opinion leaders, healthcare professionals, and advisory board members

• Coordinate domestic and international travel arrangements according to DBV travel policy, including travel to medical congresses and scientific meetings

• Be the main point of contact for the Head of Medical Affairs in the cross-functional process of executing all required documents

• Provide budget management support including initiating and tracking purchase order requests and approvals, and invoice receipts and approvals in the accounts payable system

• Prepare and coordinate Head of Medical Affairs expense reports adhering to DBV policy and ensuring timely submission

• Support the coordination of contracts and payments for external experts, consultants, and vendors (e.g., advisory boards, speaker engagements, investigator-initiated studies) in compliance with company policy and applicable transparency requirements

• Organize and periodically attend on- and off-site Medical Affairs Team meetings with external partners, including logistics and meeting materials (e.g., agenda, attendee list) preparation

• Assist with logistics for medical congresses, advisory boards, and scientific exchange events

• Create and edit PowerPoint presentations, Excel spreadsheets, and Word documents fit for purpose from time to time

Qualifications : 

• Experience in a similar role within the pharmaceutical industry with a global organization

• Experience working with Medical Affairs, Clinical Development, or Regulatory teams preferred

• Familiarity with pharmaceutical compliance requirements (e.g., HCP engagement, fair market value, and transparency/Sunshine Act reporting) preferred

• Advanced Word, Excel, PowerPoint, and Outlook skills

• Willingness to take on a variety of tasks and demonstrate a flexible approach in assisting others when required

• Ability to work independently

• Must be detail oriented

• Excellent interpersonal skills

• Ability to handle confidential and scientific information with discretion

• Willingness to travel occasionally if needed

Behavioral skills :  

• Curiosity: Keep on exploring uncharted territories. Always ask “why?” and more importantly “why not?”,

• Courage: Take smart risks, mentor each other to always do better & be accountable for our choices, our opinions, and our actions,

• Collaboration: Teamwork and spirit. Support each other and be equally involved in the achievement of our common goals,

• Credibility: Be transparent, follow through and build trust. Educate ourselves about our unique technology.