Job Summary
">
Medical Operational Coordinator Position
This role will provide vital support to the CEO and team, with responsibilities including calendar management, travel planning, contracting, budget tracking, and conference/congress planning.
">
Key Responsibilities:
">
">
1. Provide continuous support and assistance to CEO with calendar management activities.
">
2. Schedule meetings by identifying suitable times (across multiple time-zones) and sending clear and accurate calendar invites.
">
3. Review calendar on an on-going basis and adjust as needed.
">
4. Liaise with travel agent to make travel arrangements including flights and accommodation.
">
5. Review and organise travel documents and provide updates to CEO (and team members).
">
6. Process expenses (if required).
">
7. 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.
">
8. Work closely with Program Management team to ensure contract prioritisation.
">
9. Support teams with set up and tracking of Purchase Orders.
">
10. Assist team with budget preparation and tracking activities.
">
11. Coordinate with finance team to maintain high visibility into vendor invoicing against purchase orders on a monthly and quarterly basis.
">
12. Assist Congress team with planning, coordination and onsite execution for presence at medical congresses and conferences in accordance with legal and compliance guidelines.
">
13. Support with activities including registrations, preparation meetings and shipment of materials.
">
14. 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.
">
15. Provide project support for selected projects (eg. committees) including meeting coordination, agenda preparation, meeting notes and tracking action items.