Job Description
The Medical Affairs Coordinator will provide high-level operational and strategic support to the Head of Medical Affairs (VPMA) and the broader medical affairs team. This role combines the organizational and administrative excellence of an executive assistant with the strategic coordination and leadership of a Chief of Staff. The ideal candidate will have the ability to manage multiple high-priority projects, streamline processes, and ensure seamless communication between the Head, Medical Affairs (HMA), cross-functional teams, and external stakeholders. This role is key to enabling the HMA to focus on high-level strategic leadership while ensuring efficient execution of medical affairs operations.
Key Responsibilities :
Strategic and Operational Support
- Serve as a trusted partner to the Head of Medical Affairs, helping to drive strategic priorities, initiatives, and day-to-day operations of the Medical Affairs department.
- Coordinate and manage high-priority strategic initiatives, ensuring that all activities are aligned with organizational goals and medical affairs objectives.
- Assist the HMA in preparing for senior leadership meetings, board presentations, and cross-functional collaborations, providing strategic insights, reports, and data.
- Act as the primary liaison between the HMA and other departments (e.g., Clinical, Regulatory, Commercial) to ensure smooth communication and alignment on key projects.
- Oversee the development, implementation, and tracking of action items from executive-level meetings, ensuring follow-up and timely completion.
Executive Administration and Support
Manage the HMA's calendar, schedule meetings, and coordinate travel logistics to ensure optimal time management and efficient use of resources.Screen and prioritize incoming communications (emails, phone calls) for the HMA, responding as appropriate or directing them to the appropriate parties.Organize and prepare materials for meetings, including briefing documents, agendas, presentations, and reports.Draft and review correspondence on behalf of the HMA, ensuring clear and professional communication with both internal and external stakeholders.Assist in managing the budget and resource allocation for medical affairs initiatives, tracking expenditures, and preparing financial reports.Project Management and Coordination
Take ownership of and lead various cross-functional projects that align with the HMA’s strategic priorities, ensuring timelines, milestones, and deliverables are met.Work with internal teams (e.g., medical affairs, clinical development, regulatory, commercial) to coordinate the execution of key projects, monitoring progress and resolving roadblocks as needed.Support the planning and execution of key medical affairs activities such as advisory boards, clinical trial discussions, scientific publications, and KOL engagement.Proactively identify process inefficiencies and recommend improvements to enhance the operations of the medical affairs team.Communication and Stakeholder Engagement
Facilitate communication and collaboration between the HMA and key external stakeholders, including KOLs, healthcare professionals, industry partners, and regulatory bodies.Represent the HMA in internal and external meetings as needed, ensuring alignment with the medical affairs strategy and providing updates on key initiatives.Maintain relationships with key internal stakeholders and external partners, ensuring timely responses and effective communication.Leadership and Team Support
Provide guidance and mentoring to junior medical affairs team members, fostering a collaborative and high-performance work environment.Assist the HMA with team meetings, helping to organize agendas, track action items, and ensure the alignment of team goals.Support the leadership team in driving cultural initiatives, change management, and team development within the medical affairs department.Compliance and Confidentiality
Ensure that all medical affairs activities and communications adhere to company policies, industry regulations, and ethical standards.Handle confidential and sensitive information with discretion, ensuring compliance with privacy laws and organizational confidentiality guidelines.Qualifications
Education and Experience
Bachelor's degree required; advanced degree in a related field (e.g., life sciences, business administration, healthcare) is a plus.At least 5 years of experience in a medical affairs, project management, or executive support role within the pharmaceutical, biotechnology, or healthcare industry.Proven experience supporting senior executives or leadership teams, with a strong understanding of medical affairs operations and strategy.Skills and Competencies
Strong organizational and project management skills, with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.Excellent verbal and written communication skills, with the ability to draft professional correspondence and communicate effectively with senior leadership, external partners, and internal teams.Ability to work independently and take initiative, demonstrating proactive problem-solving and strategic thinking.Strong interpersonal skills, with the ability to build relationships across diverse teams and external stakeholders.Knowledge of the pharmaceutical or biotechnology industry, with familiarity with medical affairs, clinical trials, regulatory requirements, and scientific processes.High proficiency with Microsoft Office Suite (Excel, PowerPoint, Word) and project management tools (e.g., Asana, Monday.com, Smartsheet).Discretion and professionalism in handling sensitive or confidential information.Personal Attributes
Strategic thinker with an ability to align day-to-day operations with long-term company goals.Adaptable and flexible, comfortable with changing priorities and the ability to pivot quickly in response to new challenges.Strong attention to detail, ensuring accuracy and high-quality deliverables.Team-oriented with a collaborative approach to working with others in a matrixed organization.AbbVie strives to provide a French working environment for its employees in Quebec. Although as part of its francization program has taken all reasonable steps to avoid imposing the following requirement, advanced amount of knowledge of English / Fluency in English is an essential requirement for the position of Coordinator including, but not limited to, for the following reasons :
English speaking employees outside the province of Quebec.
English speaking clients outside the province of Quebec.
Anglophone region outside the province of Quebec.
Additional Information
AbbVie is an equal opportunity employer and encourages women, Aboriginal people, persons with disabilities and members of visible minorities to apply.
AbbVie is an equal opportunity employer and is committed to operating with integrity, driving innovation, transforming lives, serving our community and embracing diversity and inclusion. It is AbbVie’s policy to employ qualified persons of the greatest ability without discrimination against any employee or applicant for employment because of race, color, religion, national origin, age, sex (including pregnancy), physical or mental disability, medical condition, genetic information, gender identity or expression, sexual orientation, marital status, status as a protected veteran, or any other legally protected group status.
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