Galderma is the emerging pure‑play dermatology category leader present in approximately 90 countries. We deliver an innovative science‑based portfolio of premium flagship brands and services that span the full spectrum of the fast‑growing dermatology market through Injectable Aesthetics, Dermatological Skincare and Therapeutic Dermatology. Since our foundation in 1981 we have dedicated our focus and passion to the human body’s largest organ – the skin – meeting individual consumer and patient needs with superior outcomes in partnership with healthcare professionals.
Purpose of the Job
Administrative support for the Medical Department. The role manages the flow of information between the different areas/functions of the organization and supports the Medical Director in project management.
Key Responsibilities
* Lead the preparation and administration of all Ad Boards and Working Groups, including attending meetings, guiding agencies through internal processes, providing trackers, and assisting with logistics.
* Assist with audits & inspections, incl. preparing presentations, trackers, meeting support, and input.
* Provide conference and congress tracking, logistics, and documentation assistance.
* Maintain the KOL database, download and update information, and set up new areas in SharePoint.
* Ensure that MSLs/KOLs can find presentation profiles and bios efficiently.
* Plan and coordinate roadshows, travel, and accommodation for the Medical Director and Team.
* Set up and arrange all team meetings and team‑building events.
* Assist the team with presentations, monthly meetings, filing system, holiday tracking, weekly whereabouts updates, meeting room bookings, and systems training.
* Manage MD expenses on Concur (full responsibility) and book travel & accommodation.
Diary and Email Management
* Full control of MD’s diary: arrange meetings, rearrange proactively, set up essential breaks, and hold leadership meetings with agenda & slides.
* Remove diary acceptances/declines to streamline; flag urgent or action‑required emails; file as necessary.
Project Management – Medical Department Budget & Finance
* Manage Med Affairs budget covering the Ax and Rx business units.
* Set up and lead monthly meetings with Med Affairs Leads & MD; and with Finance.
* Provide accurate forecasts each month and present quarterly reviews.
* Handle finance management, including POs, invoicing, supplier setup, and tracking of spend.
Project Management – Funding Committee
* Project‑manage Funding Committee meetings, collaborating with BUs and functions.
* Set up monthly meetings with SLT members and BUs, including pre‑reads and agenda.
* Communicate status of submissions to BUs and attendees, provide follow‑up information and templates.
* Maintain document of actions and minutes, track KPIs, and present quarterly executive summaries.
* Prepare annual reports at year‑end.
Project Management – HR Activities (Medical Department)
* Assist with queries on PATH and other systems; troubleshooting where necessary.
* Train staff on Concur Expense system, OneBuy, and Finance processes.
* Regularly touch base with new starters to support them in their first weeks.
Project Management – Compliance Activities (TBC)
* Act as Compliance champion, handling general queries, history, and advice to Legal/Compliance team.
* Save MSA/HCO contracts in Compliance Shared area.
Profile Requirements and Competencies
* Strong interpersonal skills – ability to interact with all levels in the organization and with key opinion leaders and the medical/scientific communities.
* Meeting planning and facilitation skills.
* Ability to interface effectively with a variety of technical platforms.
Required Experience
IC
Employment Type
Full‑Time
Experience
years
Vacancy
1
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