Medical Affairs & Operations Administrative Assistant

Description

The Medical Affairs & Operations Assistant provides administrative support to the Vice President of Medical Affairs & Innovation and Operations team at Urgo Medical. This position is integral to supporting the company and its employees by handling a variety of organizational tasks. Responsibilities include managing sensitive, time-sensitive projects and materials. The ideal candidate will consistently deliver high-quality work, balance multiple priorities, and exercise good judgment, while maintaining confidentiality in a fast-paced work environment.

This role is in-office near downtown Fort Worth, Texas.

Requirements

Medical Affairs Duties and Responsibilities

• Provide complex, sensitive, and confidential administrative support to the VP of Medical Affairs & Innovation.
• Handle confidential information with professionalism, discretion, and the ability to adjust to varying work styles.
• Gather information from employees at all levels to support meetings, reports, presentations, and consultant agreements.
• Manage the VP’s calendar efficiently, ensuring smooth scheduling and conflict resolution.
• Assist the Executive Assistant with the preparation and review of contracts and documents in collaboration with legal counsel while maintaining thorough records of agreements and acts as back up for said tasks.
• Collaborate with the VP of Medical Affairs & Innovation and legal team to onboard new Key Opinion Leaders (KOLs) and manage existing KOL relationships.
• Provide administrative support for KOL interactions, ensuring cross-departmental coordination on-site at industry conferences and events as needed.
• Coordinate national and international travel arrangements (flights, hotels, transportation) while avoiding conflicts.
• Organize and manage conference calls, teleconferences, and meetings, ensuring logistics such as room reservations, agendas, IT equipment, and catering.
• Assist in the coordination of professional and industry conferences. Attend and assist large industry conferences as needed. 
• Create and prepare presentations, slide decks, and other materials for internal and external meetings.
• Order and ship medical supplies domestically and internationally for research purposes.
• Work to uphold compliance guidelines and avoid conflicts of interest between the medical affairs department and the commercial business team.
• Prioritize and organize workloads efficiently to meet deadlines.
• Complete ad-hoc projects and general administrative tasks as assigned.
• Represent Urgo Medical positively through professional communication and strong follow-through.

Operations Duties and Responsibilities

• Provide administrative support for operations, including document preparation, project assistance, calendar alignment, catering needs, meeting coordination, and ad-hoc project tasks as assigned.
• Support the operations team during the preparation and execution of both internal/external meetings and industry conferences. 

Competencies

• Exceptional organizational skills and keen attention to detail.
• Ability to adapt to varying work styles and situations.
• Strong judgment, decision-making, and problem-solving skills.
• Proactive, with the ingenuity to identify and resolve inefficiencies.
• Professional and effective communication skills.
• Ability to manage confidential information with discretion and urgency.
• Capability to handle multiple projects and deadlines efficiently.
• Strong ability to work independently and collaboratively with senior leadership and other teams.
• Experience in project coordination and collaboration with internal teams, clients, and vendors.
• Ability to communicate with a diverse group of people with patience and professionalism.

Requirements

• Bachelor’s degree in Business, Communications, or a related field.
• 2+ years of experience in administrative support, preferably in a fast-paced or growing organization.
• Advanced proficiency in Microsoft Office Suite (PowerPoint, Outlook, Word, Excel, etc.).

Work Environment

• Office-based with temperature-controlled indoor environment.
• No adverse environmental hazards expected.
• Up to 10% travel, including overnight stays.

Physical Demands

• Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; the ability to operate standard office equipment and keyboards.

The above description is intended to describe the general content, identify the essential functions of, and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements.