Executive Assistant, Medical Affairs

Swooped is a Talent Platform (not a staffing agency). We are not the employer for this role and do not make hiring decisions. Clicking "Apply" takes you to Swooped to review the role and hiring company details. • *About the Opportunity** When was the last time you achieved the impossible? If that thought feels overwhelming, you might want to pause here, but if it sparks excitement...read on. In a pioneering approach, projects and promising early-stage research from academia were pooled together under one financial umbrella to reduce risk and unleash innovation. This model allows science and small teams of experts to lead the way. Bridges are built to groundbreaking advancements in rare disease, and life-changing medicines are developed for patients with unmet needs as fast as humanly possible. Together, individuals define white space, push boundaries, and empower people to solve problems. If you're someone who defies convention, join the team and work alongside some of the most respected minds in the industry. Together, the question "why not?" will be asked, and the future of biopharma will be reengineered. Curiosity and experimentation are valued—including the ethical & thoughtful use of AI to improve clarity, speed, and quality of work. • *Key Responsibilities • 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 • *Required Qualifications • 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 • *Work Environment • This is a remote position, with occasional travel to meetings and select corporate office or functional events • *Compensation and Benefits The hiring organization strives to provide a market-competitive total rewards package, including base pay, an annual performance bonus, company equity, and generous health benefits. The final salary offered to a successful candidate will depend on several factors that may include but are not limited to the type and length of experience within the job, type, and length of experience within the industry, educational background, location of residence and performance during the interview process. • Salary: • $43.27—$50.48 USD As a global organization, comprehensive benefits may vary based on location. High expectations are placed on team members. Those working hard for patients are rewarded and cared for in return. • *Financial & Rewards • 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 • *Health & Well-Being • 100% employer-paid medical, dental, and vision premiums for you and your dependents< Apply tot his job Apply To this Job