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.