Medical Affairs Admin Executive
1 week ago
Job Title:
Medical Affairs Admin Executive
Work Experience:
0-3 years related work experience; Fresh Graduate are encouraged to apply
Location:
Taguig, Philippines Academic Qualification: Any Bachelor's Degree
About Role
The Medical Affairs Admin Executive will be responsible for assisting in the day-to-day project management of medical-affairs deliverables and partnership activities. Your main objective is to keep projects moving: capturing requirements, tracking deadlines, assigning work to the right owners, and keeping trackers/boards accurate and up to date. You will also support the smooth planning, organization, and execution of webinars, CPD/PRC applications, and events, along with related administrative tasks.
Expectations from you
Project Coordination (day-to-day)
- · Intake & ticketing: Log every new request with clear details (objective, deliverables, due dates, assets); flag missing info.
- · Scheduling: Maintain a rolling calendar (draft → review → client send → go-live); set reminders and follow-ups.
- · Assignment routing: Assign tasks to writers/designers/editors within 1 business day and confirm acceptance/capacity.
- · Tracker upkeep: Update status/assignee/priority daily; merge duplicates; record blockers and next actions.
- · Meetings & notes: Prepare agendas, take minutes, and circulate action items within 24 hours.
- · Risk escalation: Surface delays (missing assets, approvals, access issues) early with options and impact.
- Webinars & Events (Partnership Support)
- · Coordinate speaker schedules, dry runs, tech checks, and live-day checklists.
- · Collate promo/content materials; endorse requirements to tech/creative teams.
- · Conduct webinars in a seamless manner
- · Prepare and submit backend/attendance reports after each event.
Panel Access / Platform Admin
· Create webinar/CME entries; map sessions, speakers, and credits.
· Resolve access issues (unblocking/OTP), keeping a daily log of tickets and resolution times.
CPD/ PRC Compliance:
· Gather all necessary documents for CPD application.
· Submit online applications to the relevant regulatory authority (e.g., PRC).
· Prepare post-activity reports for CPD applications.
· Assistance in Conducting Events:
· Record and review event videos.
· Verify and check event materials.
· Collate pharmaceutical assets relevant to the events.
General Administrative Tasks:
· Oversee the completion and development of project briefs and event progress.
· Coordinate efforts within the team and with outside consultants efficiently.
· Complete necessary administrative tasks, such as SMS and email communication.
· Coordinate and collaborate with local and regional counterparts.
· Manage all event set-up and follow-up processes.
· Book venues, technical teams, and schedule speakers for events.
· Prepare all event requirements and ensure their availability during the event.
· Conduct final inspections on the day of the event to ensure compliance with client's standards.
· Prepare comprehensive post-event reports.
· Other Ad-hoc tasks that may be assigned from time to time
Skills required
· Proven experience in event planning and partnership coordination.
· Strong organizational skills and attention to detail.
· Excellent communication and interpersonal abilities.
· Proficient in using relevant software and tools for event management.
· Familiarity with medical societies, hospitals, and regulatory procedures is a plus.
· Must possess a respectful and professional demeanor in all interactions with team members, partners, and stakeholders.
· Demonstrates a proactive attitude and takes initiative in problem-solving and finding solutions to challenges.
· Strong team player who collaborates effectively with colleagues and fosters a positive and supportive work environment.
· Self-aware and open to feedback, continuously striving for personal and professional growth and development.
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