Lead Professional Affairs Specialist

The Professional Affairs function supports the compliant administration and execution of healthcare professional (HCP) engagements, consultant activities, and educational programs

Lead Professional Affairs Specialist is responsible for managing consultant documentation, compliance-related processes, invoicing, payment administration, record retention, and event-related administrative support to ensure all activities are executed accurately, efficiently, and in accordance with company policies and regulatory requirements.

This position requires exceptional attention to detail, strong organizational skills, process discipline, and the ability to manage multiple activities simultaneously while maintaining accurate records and documentation.

Key Responsibilities:

Consultant Compliance & Documentation Support the administration of consultant engagements in accordance with company policies and procedures.

Maintain accurate consultant records, contracts, credentialing documentation, and engagement histories.

Ensure all required documentation is complete, compliant, and properly archived.

Support transparency reporting and audit readiness activities.

Monitor documentation requirements and proactively follow up to close gaps and resolve issues.

Manage the lifecycle of HCP and consultant agreements, ensuring contracts are initiated, renewed, amended, executed, and maintained in accordance with company policies and compliance requirements.

Consultant Invoicing & Payment Administration Own the end-to-end consultant invoicing process for all consultant and educational activities.

Review invoices and supporting documentation for completeness, accuracy, and compliance.

Ensure all required approvals and documentation are obtained prior to payment submission.

Coordinate with consultants, Finance, and Accounts Payable to resolve discrepancies and payment issues.

Track invoice status and maintain accurate payment records.

Generate reports regarding consultant payments, outstanding invoices, and program expenditures.

Event Compliance Support Support the documentation and compliance requirements associated with consultant and commercial activities, including: dinners, local trade shows, advisory boards, speaker programs, educational events, webinars, labs, mission trips, and congress activities.

Verify required approvals and documentation are completed prior to event execution.

Maintain organized records supporting event compliance and post-event reconciliation.

Administrative & Operational Support Maintain consultant databases, payment trackers, and departmental reporting tools.

Develop and maintain process documentation and standard operating procedures.

Support periodic audits, reporting requests, and compliance reviews.

Identify opportunities to improve administrative efficiency, consistency, and process compliance.

Required Qualifications Bachelor's degree5-10 years of experience in an administrative, compliance, operations, finance, contracting, professional affairs, or healthcare support role.

Preferred Experience Exceptional Attention to Detail Consistently produces highly accurate work with minimal oversight.

Demonstrates strong quality control practices and the ability to identify discrepancies before they become issues.

Maintains thorough and precise documentation.

Organizational Excellence Demonstrates outstanding organizational and time management skills.

Effectively manages multiple priorities, deadlines, and stakeholders simultaneously.

Maintains structured files, records, and tracking systems.

Process Adherence Understands the importance of following established procedures in a regulated environment.

Consistently executes tasks according to defined processes and requirements.

Identifies process gaps and opportunities for improvement while maintaining compliance expectations.

Communication Skills Exhibits strong written and verbal communication skills.

Communicates professionally and effectively with consultants, healthcare professionals, internal stakeholders, and external partners.

Follows up proactively and manages issues to resolution.

Records Management Demonstrates a high level of accountability for maintaining complete,…