Overview
Senior Medical Team Coordinator role with a focus on KOL engagement, conference planning, contracting, budget tracking and compliance activities. You will be part of a small, collaborative team in a fast-paced, growing clinical stage biopharmaceutical business.
Our client is led by an entrepreneurial leadership team with a track record in building successful start-ups. This role provides opportunity to contribute to the ongoing success of the business and its journey.
Key Responsibilities
KOL & Stakeholder Engagement:
* Support scheduling and logistics for KOL meetings, advisory boards, and committee activities.
* Maintain and update KOL trackers, organizing interactions and insights.
* Assist in contracting, honorarium tracking, invoicing and compliance reporting for HCP engagements.
* Coordinate communication with investigators, payers, and patient groups on behalf of Medical Affairs.
Congress/meeting Support:
* Coordinate logistics of internal and external attendees for congresses, advisory boards, and external meetings (registrations, accommodation, travel, booth setup, meeting rooms, shipment of materials).
* Support the administrative aspects of publication and congress planning. Assist with author communication, contracting, budget tracking and communication with third party vendors.
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.
Budget tracking:
* Support preparation of budgets, reforecasting and ongoing tracking activities for Medical Affairs team. Support teams with set up and tracking of Purchase Orders.
* Coordinate with Finance to maintain visibility into vendor invoicing against purchase orders on a monthly and quarterly basis.
Project & Administrative Support:
* Provide project management support for medical initiatives (meeting coordination, agendas, minutes, and action tracking).
* Support onboarding processes for new vendors, consultants, and staff.
* Provide calendar and travel support for the CEO and Medical team when required.
Process & Compliance Support:
* Ensure team processes, trackers, and files are audit-ready.
* Contribute to process improvements for contracting, budgeting, and event management.
Experience and Education
* Bachelor’s degree plus 5 years’ experience working in healthcare, biotechnology or pharmaceutical industry (experience in third party vendor also considered).
* Experience communicating with Healthcare Professionals/Key Opinion Leaders and involvement in congress/conference activities.
* A strong fit with the team and willing to “roll their sleeves up”
* Proactive attitude and very detail-oriented
* Resilient, highly energetic and enthusiastic
* Strong ability to chase timelines.
* 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 instruction/direction to team members.
* Proven ability to successfully achieve results within a multi-cultural and geographically diverse cross-functional team.
* Flexible, able to adjust, embrace and drive change.
* Strong ability to work cross-functionally and establish connections between departments.
* Demonstrated ability to engage with KOLs and other important stakeholders such as payers, patient groups etc on behalf of senior management to organise meetings and manage continuous interface with them.
* Knowledge on how medical teams operate within biotech or pharmaceutical companies.
For further details, contact Laurentina on +353 1-2302400 / laurentina@rftgroup.ie
The RFT Group, BioPharmaceutical Division specialise exclusively in the recruitment of scientists, engineers and executives for the biotechnology, pharmaceutical and medical device sectors. www.rftgroup.ie
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