Executive Assistant (Medical Affairs)

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