Executive Assistant, Medical Affairs

Role Overview

• Manage the VP’s calendar by prioritizing meetings, resolving conflicts, and ensuring alignment with strategic priorities
• Manage team calendars and meeting requests to support overall scheduling needs
• Coordinate domestic and international travel, prepare detailed itineraries, and manage expense reporting through Concur
• Prepare, proofread, and edit materials, presentations, and reports for executive and cross-functional meetings
• Manage and assist with event planning, meetings, and all key meetings within the Medical Affairs function to ensure seamless execution and alignment
• Track decisions, deliverables, and follow-ups to ensure accountability and timely execution
• Provide onboarding support for new vendors and agencies, ensuring they have the required access, documentation, and enablement materials
• Manage contracts, SOW submissions, vendor onboarding, route agreements for review and approval in partnership with Legal and Finance
• Track and manage event budgets, ensuring financial accuracy and reporting transparency
• Coordinate with the hiring team to support the build-out of the Medical Affairs organization
• Handle confidential information with professionalism, discretion, and sound judgment
• Partner with other administrative staff to maintain consistency, alignment, and coverage across departments

Requirements

• Bachelor’s degree preferred
• 5+ years of experience as an Executive Assistant
• Experience supporting a pharmaceutical/biotech team strongly preferred
• Proven ability to manage multiple complex projects with minimal oversight
• Strong organizational, communication, and interpersonal skills
• A proactive, positive attitude and the ability to anticipate needs before they arise
• Highly detail-oriented, proactive, and able to anticipate needs and act independently
• Proficiency with Microsoft 365, SharePoint, Teams, Zoom, DocuSign, and project management tools
• Meeting, conference, and event planning experience
• Contract routing / PO / invoice processing, budget management, and project management experience

Benefits

• Market-leading compensation
• 401(k) with employer match
• Employee Stock Purchase Program (ESPP)
• Pre-tax commuter benefits (transit and parking)
• Referral bonus for hired candidates
• Subsidized lunch and parking on in-office days
• 100% employer-paid medical, dental, and vision premiums for you and your dependents
• Health Savings Account (HSA) with annual employer contributions, plus Flexible Spending Accounts (FSA)
• Fertility & family-forming benefits
• Expanded mental health support (therapy and coaching resources)
• Hybrid work model with flexibility
• Flexible, “take-what-you-need” paid time off and company-paid holidays
• Comprehensive paid medical and parental leave to care for yourself and your family