Job Description
Medical Operational Coordinator
To help us achieve our mission, this role will provide support to the Chief Executive Officer (CEO) and team (Medical Affairs, Clinical Science, Clinical Operations, Commercial and Market Access) with meetings, events, calendar management and travel planning. It will also assist with activities such as contracting, budget tracking, and conference/congress planning for the CEO and extended team.
Key Responsibilities:
Calendar and meeting management
· Provide continuous support and assistance to CEO with calendar management activities.
· Schedule meetings by identifying suitable times (across multiple time-zones) and sending clear and accurate calendar invites.
· Review calendar on an on-going basis and adjust as needed.
Travel management
· Liaise with travel agent to make travel arrangements including flights and accommodation.
· Review and organise travel documents and provide updates to CEO (and team members).
· Process expenses (if required).
Contracting:
· Submit accurate requests for new or amended contracts on behalf of team members. Liaise with legal team and stakeholders across departments to ensure contracts are executed within the required timeline.
· Work closely with Program Management team to ensure contract prioritisation.
Finance and budget tracking:
· Support teams with set up and tracking of Purchase Orders.
· Assist team with budget preparation and tracking activities.
· Coordinate with finance team to maintain high visibility into vendor invoicing against purchase orders on a monthly and quarterly basis.
Conference/congress Support:
· Assist Congress team with planning, coordination and onsite execution for presence at medical congresses and conferences in accordance with legal and compliance guidelines.
· Support with activities including registrations, preparation meetings and shipment of materials.
On-boarding process:
· Assist with the necessary aspects of the on-boarding process for in coordination with HR, Quality, Legal, Medical, Device team and any other relevant functions.
Project Coordination:
· Provide project support for selected projects (eg. committees) including meeting coordination, agenda preparation, meeting notes and tracking action items.
Experience and Education:
· 2 years’ experience working in administrative or project support role in corporate, healthcare, biotechnology or pharmaceutical industry.
· A strong fit with the team and willing to “roll their sleeves up”
· Flexible, able to adjust and embrace change
· Excellent communication skills
· Strong organisational skills and detail-oriented approach
· Excellent skills in Outlook, Excel, Word and PowerPoint
· Resilient, highly energetic and enthusiastic
· A self-starter and comfortable working on their own initiative
· Ability to perform multiple tasks simultaneously under direction and prioritise workload
· Maintain a professional and positive attitude and present clear information to team members
· Demonstrated ability to work cross-functionally and establish connections between departments
· Proven ability to successfully achieve results within a multi-cultural and geographically diverse cross-functional team
· An entrepreneurial, business-oriented mindset with a focus on our core values of collaboration, people and the pursuit of excellence, while prioritising the outcomes for the patient in every decision and action.
· A self-starter and comfortable working on their own initiative.
· Maintain a professional and positive attitude and present clear instruction/direction to team members
· Resilient, energetic, and enthusiastic
Competencies
· Technical Expertise
· Accountability
· Critical Thinking
· Decision Making
· Communication
· Leadership/Collaboration
For further information on this Medical Operational Coordinator position please contact Laurentina Kennedy at The RFT Group on 01 2302400 / Laurentina@rftgroup.ie. Check out all our open jobs on our Recruitment website: https://www.rftgroup.ie