Title of the position: Medical Administrator
Reports to (which function): Medical Operations & Excellence Manager
Purpose of the job (sum up of the main mission in 2 or 3 lines):
The Medical Administrator provides comprehensive administrative and operational support to the Global Medical Organization, reporting into the Medical Operations & Excellence Manager.
This role plays a critical part in enabling efficient execution of medical activities, with a strong focus on scientific events, training administration, contract management, invoicing and cross-functional coordination with Finance and other stakeholders. The position requires a high level of organizational skill, attention to detail, and the ability to manage multiple priorities in a regulated environment.
Main missions and responsibilities + expected results:
Accountability 1: Scientific Event (internal and external) Administration
Expected result:
- Under the oversight of the Medical Event Coordinator and Compliance Lead, coordinate end-to-end administrative support for scientific and medical events, including flight, hotel, restaurant, and ground transportation bookings.
- Ensure all event-related arrangements comply with internal policies and applicable compliance requirements.
- Maintain accurate records and documentation related to scientific events.
Accountability 2: Contract and Vendor Administration
Expected result:
- Draft and manage contracts for the entire Global Medical Organization, including service agreements, consulting contracts, vendor agreements etc.
- Liaise with Legal, and other relevant teams as required to ensure timely review and approval.
- Track contract status, renewals, and documentation.
Accountability 3: Invoicing Coordination
Expected result:
- Coordinate invoicing processes in close collaboration with the MedOp Manager, Finance and Accounting teams.
- Ensure accurate and timely processing of invoices, POPs, and expense documentation.
- Support the MedOp Manager in budget tracking and reconciliation activities related to medical organizational initiatives, events, projects etc.
Accountability 4: Training Administration
Expected result:
- Provide comprehensive administrative support for medical training programs, including planning, scheduling, enrollment, and documentation.
- Manage training logistics, materials distribution, material update, attendance tracking, and certification records.
- Support onboarding and ongoing training initiatives for Global Medical team members.
- Maintain training records in relevant systems and ensure audit readiness with specific attention to GxP related materials.
- Support the maintenance of the BH Core Training Portal in collaboration with IT.
Accountability 5: Onboarding and Organizational Support
Expected result:
- Support the onboarding of new Global Medical team members by coordinating system access, training requirements, and administrative setup.
- Act as a key point of contact for administrative queries within the department.
- Maintain departmental trackers, calendars, and documentation.
Accountability 6: Systems and Project Support
Expected Result:
- Provide administrative support for system implementation and optimization projects (e.g. MI systems, PromoMats, learning platforms etc.).
- Assist with user access management, documentation, training coordination, and data maintenance.
- Support change management activities related to new tools and processes.
Expected competencies:
- Previous experience in an administrative or operations role, preferably within the pharmaceutical, biotech, or life sciences industry.
- Experience supporting medical, scientific event and training-related activities.
- Familiarity with regulated environments and compliance-driven processes.
- Strong coordination experience with Finance, Legal, and cross-functional stakeholders.
- Excellent organizational and time-management skills with strong attention to detail.
- Ability to manage multiple priorities and deadlines in a fast-paced, global environment.
- Strong written and verbal communication skills.
- Proficiency in MS Office and experience with enterprise systems (e.g. MI tools, content management or learning systems) is an advantage.
- Professional, discreet, and service-oriented mindset