Administrative Assistant, Global Medical Affairs Team

Administrative Assistant, Global Medical Affairs Team

Concord, MA

About This Role:

As the Administrative Assistant to the VP and the Global Medical Affairs (GMA) team, you will play a key role in delivering high‑level administrative and project management support to keep this high‑performing group operating seamlessly. In this position, you’ll help drive operational excellence across global initiatives, strengthen cross‑functional collaboration, and oversee timelines, documentation, and compliance for medical projects. This role will be hybrid, so candidates applying must be willing and able to come to our US office in Concord, MA on a weekly basis.

What You’ll Do:

• Coordinate and support our Global Medical Affairs team of Italfarmaco
• Manage calendars, schedule meetings, and coordinate global teleconferences across multiple time zones
• Prepare agendas, take minutes, and track action items for leadership and project meetings
• Organize travel arrangements and expense reporting in compliance with company policies
• Support planning and execution of global medical affairs projects
• Develop and maintain project timelines, dashboards, and trackers
• Support finance process, alignment of cost centers, and SOW processing
• Serve as a liaison between global and regional medical teams

Who You Are:

You excel in fast‑paced, high‑growth environments and have a natural talent for bringing order to complexity. You take pride in building seamless processes and juggling multiple priorities with ease. As a reliable point of contact, you’re confident coordinating tasks and supporting others’ needs. Whether you’re scheduling, coordinating meetings, or creating something new, you bring enthusiasm, accuracy, and a people‑centered approach to every task.

Required Skills:

• 3+ years of experience in administrative and/or project management roles, preferably in the pharmaceutical or healthcare industry
• Strong organizational skills and demonstrated ability to manage multiple priorities
• Proficiency in Microsoft Office Suite

Preferred

Skills:

• Bachelor’s degree in Life Sciences, Business Administration, or related field
• Project management tools (e.g., MS Project, Smartsheet, Veeva)
• Excellent written and verbal communication skills
• Knowledge of compliance standards (EFPIA, PhRMA, IFPMA) is a plus
• Detail‑oriented with strong time‑management skills
• Ability to work independently and in a global, matrixed environment
• Problem‑solving mindset and proactive approach
• High integrity and commitment to confidentiality
• Eligibility for and ability to travel in the US and internationally per business need

Additional Information:

The base compensation range for this role is: $106,000 - $125,000. Compensation is determined through an analytical approach utilizing a combination of factors including, but not limited to, relevant skills & experience, job location, and internal equity.

In addition to compensation, ITF offers a full and highly competitive range of benefits designed to support our employees’ and their families’ physical, financial, emotional, and social well‑being; including, but not limited to:

• Medical, Dental & Vision Insurance:
  Nationwide coverage with flexible plan options tailored to your needs
• 401(k) Company Match
• 100% Paid Bonding Leave:
  Dedicated time to support growing families
• Disability & Life Insurance:
  Multiple coverage options to protect what matters most
• Professional Development:
  Ongoing opportunities to grow your skills and career
• Flexible Time Off Package:
  Recharge and refresh with generous paid time off
• Additional perks to support your well‑being