Senior Medical Team Coordinator

Overview Senior Medical Team Coordinator role with a focus on KOL engagement, conference planning, contracting, budget tracking and compliance activities. You will be part of a small, collaborative team in a fast-paced, growing clinical stage biopharmaceutical business.
Our client is led by an entrepreneurial leadership team with a track record in building successful start-ups. This role provides opportunity to contribute to the ongoing success of the business and its journey.
Key Responsibilities KOL & Stakeholder Engagement:
Support scheduling and logistics for KOL meetings, advisory boards, and committee activities.
Maintain and update KOL trackers, organizing interactions and insights.
Assist in contracting, honorarium tracking, invoicing and compliance reporting for HCP engagements.
Coordinate communication with investigators, payers, and patient groups on behalf of Medical Affairs.
Congress/meeting Support:
Coordinate logistics of internal and external attendees for congresses, advisory boards, and external meetings (registrations, accommodation, travel, booth setup, meeting rooms, shipment of materials).
Support the administrative aspects of publication and congress planning. Assist with author communication, contracting, budget tracking and communication with third party vendors.
Contracting:
Submit accurate requests for new or amended contracts on behalf of team members. Liaise with legal team and stakeholders across departments to ensure contracts are executed within the required timeline.
Work closely with Program Management team to ensure contract prioritisation.
Budget tracking:
Support preparation of budgets, reforecasting and ongoing tracking activities for Medical Affairs team. Support teams with set up and tracking of Purchase Orders.
Coordinate with Finance to maintain visibility into vendor invoicing against purchase orders on a monthly and quarterly basis.
Project & Administrative Support:
Provide project management support for medical initiatives (meeting coordination, agendas, minutes, and action tracking).
Support onboarding processes for new vendors, consultants, and staff.
Provide calendar and travel support for the CEO and Medical team when required.
Process & Compliance Support:
Ensure team processes, trackers, and files are audit-ready.
Contribute to process improvements for contracting, budgeting, and event management.
Experience and Education Bachelor’s degree plus 5 years’ experience working in healthcare, biotechnology or pharmaceutical industry (experience in third party vendor also considered).
Experience communicating with Healthcare Professionals/Key Opinion Leaders and involvement in congress/conference activities.
A strong fit with the team and willing to “roll their sleeves up”
Proactive attitude and very detail-oriented
Resilient, highly energetic and enthusiastic
Strong ability to chase timelines.
A self-starter and comfortable working on their own initiative.
Ability to perform multiple tasks simultaneously under direction and prioritise workload.
Maintain a professional and positive attitude and present clear instruction/direction to team members.
Proven ability to successfully achieve results within a multi-cultural and geographically diverse cross-functional team.
Flexible, able to adjust, embrace and drive change.
Strong ability to work cross-functionally and establish connections between departments.
Demonstrated ability to engage with KOLs and other important stakeholders such as payers, patient groups etc on behalf of senior management to organise meetings and manage continuous interface with them.
Knowledge on how medical teams operate within biotech or pharmaceutical companies.
For further details, contact Laurentina on +353 1-2302400 / laurentina@rftgroup.ie
The RFT Group, BioPharmaceutical Division specialise exclusively in the recruitment of scientists, engineers and executives for the biotechnology, pharmaceutical and medical device sectors. www.rftgroup.ie
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