US Medical Affairs Specialist

This is what you will do:

The US Medical Affairs Specialist will primarily be responsible for a variety of administrative activities in support of the US Medical Affairs Vice President as well as serves as the key point of contact for coordination of departmental activities between internal departments and outside parties/vendors.

This position will also perform project management and operational tasks in support of functional Strategic Programs.

You will be responsible for:

Administrative Assistant

• Handling day to day administrative responsibilities including scheduling  of  meetings (includes video meetings using Zoom, Microsoft Teams and other technologies), managing inboxes and calendars using MS Outlook

• Preparing complex, ever changing international and domestic travel arrangements; including: booking flights, accommodation, car service, arranging meetings and preparation of itineraries

• Ability to manage files and team collaboration sites including managing access lists, directories and basic assistance with the usage of collaboration locations.

• Liaising with senior level executives and their staff to coordinate activities and meetings around the globe

• Ability to handle extremely confidential and proprietary information with utmost discretion

• Acting as gatekeeper, screening phone calls, responding or delegating to insure timely response

• Coordinating USMA VP meetings, conference calls and global video conferences including advanced preparation of materials and audio/visual facilities

• Processing invoices and expenses ensuring all are paid on time while adhering to strict compliance guidelines, play a key role in budget tracking

• Willingness to learn and adapt to changing technology.  Partners with information technology on continuous improvement initiatives.  Eager to lead the adoption of new technologies and help ensure their successful utilization.

• Prepares draft team correspondences for the US Medical Affairs Vice president

• Mailing, tracking and documenting confidential documents

• Responsible for filing, copying, scanning and faxing

• Other duties as assigned

Project Management

• Leadership Team and Full USMA Team meeting events planning, including venue sourcing and contract negotiation, site selection recommendations, pre-event cross functional planning, meeting objective planning, onsite execution and post event close out activities.  Key point of contact for hotel and vendors.

• Maintain and update US Medical Affairs organizational charts

• Lead training on time entry in journyx and work with internal teams on reporting

• New hire training on all personnel systems (concur, kronos, Microsoft teams, zoom, okta, journyx, etc.)

• Collaborates and develops Intranet content with US Medical Affairs functions as well as with cross functional partners

• Logistics and planning support for AKF including cross-functional alignment on USMA strategy, planning timelines, partnering with logistics vendors and overall project management in support of US Medical Affairs.

• Consolidation of monthly management reports

• Recognizes opportunities and challenges and applies creative thinking to maximize performance

• Managing the medical affairs master calendar across multiple disease state engagement plans and with multiple internal and external stakeholders 

You will need to have:

The ideal candidate will have a strong work ethic, be professional, organized and detail-oriented. This is a team-oriented position that plays an integral role in facilitating processes and procedures and ability to remain confidential is critical.  They will also demonstrate the ability to work independently with minimal direction.

• Candidate must possess excellent interpersonal, written and verbal communication skills with a BA/BS degree and minimum of 5 years of experience using MS Office Suite (MS Word, Excel, PowerPoint and Outlook)

• Technically proficient with common tools used in executing job functions

• Ability to learn and adapt to evolving technologies allowing executives to be productive from any location

• Highly proactive and willing to take initiative

• Ability to maintain confidentiality

• Strong relationship building skills - with peers and Administrative teams

• Mature and must remain composed while multi-tasking under pressure

• Ability to prioritize, identify problems and seek solutions

• The duties of this role are generally conducted in an office environment. As is typical of an office-based role, employees must be able, with or without an accommodation to: use a computer; engage in communications via phone, video, and electronic messaging; engage in problem solving and non-linear thought, analysis, and dialogue; collaborate with others; maintain general availability during standard business hours.

We would prefer for you to have:

• Project Management Experience desired

• Prior Pharmaceutical experience desired

The annual base salary for this position ranges from $83,844 to $125,766. However, base pay offered may vary depending on multiple individualized factors, including market location, job-related knowledge, skills, and experience.  In addition, our positions offer a short-term incentive bonus opportunity; eligibility to participate in our equity-based long-term incentive program (salaried roles) or to receive a retirement contribution (hourly roles). Benefits offered included a qualified retirement program [401(k) plan]; paid vacation and holidays; paid leaves; and, health benefits including medical, prescription drug, dental, and vision coverage in accordance with the terms and conditions of the applicable plans. Additional details of participation in these benefit plans will be provided if an employee receives an offer of employment. If hired, employee will be in an “at-will position” and the Company reserves the right to modify base salary (as well as any other discretionary payment or compensation program) at any time, including for reasons related to individual performance, Company or individual department/team performance, and market factors. 

AstraZeneca embraces diversity and equality of opportunity. We are committed to building an inclusive and diverse team representing all backgrounds, with as wide a range of perspectives as possible, and harnessing industry-leading skills. We believe that the more inclusive we are, the better our work will be. We welcome and consider applications to join our team from all qualified candidates, regardless of their characteristics. We comply with all applicable laws and regulations on non-discrimination in employment (and recruitment), as well as work authorization and employment eligibility verification requirements.