Medical Affairs Admin Executive

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.