Immunology Medical Project Coordinator

About the job

This protégé position is designed to give hands-on pharmaceutical industry experience to individuals who want to build a career in Medical Affairs. Through project-based assignments across general medicine therapeutic areas, you will gain exposure to medical affairs operations, including cross-functional collaboration, vendor management and finance processes. The role offers structured mentorship and learning opportunities to build your knowledge, skills and understanding of the pharmaceutical industry landscape.

Main responsibilities:

1) Medical Event and Project Coordination

• Execute plans required to support any MYSG medical event or project as appropriate, especially in communications, vendor management, contractual requirements, confidentiality agreements, logistical and registration support, payment processing, onsite meeting/administrative support for internal and external events.
• Effectively manage and track timelines for projects for example, programs, events etc.
• Take minutes during project meetings with required follow up actions as needed
• Initiate request via internal IT systems & follow through until approval to payment processing of events/services
• Work with Cross-Functional Teams (CFTs) such as Legal, Compliance, Procurement, Finance, Commercial, Regulatory and Medical colleagues to create and implement event and project plans, and support CFT alignment and approvals.
• Liaise with external stakeholders such as venue representatives, agencies and speakers/HCP participants.
• Monitor project budget utilization and ensure that project budget is on track
• Prepare monthly medical projects updates for reporting purpose
• Support MCO medical event or project coordination as needed

2) Administrative Support

• Effectively manage documentation and filing of communications, materials, reports and documents to support ease of retrieval and sharing of information
• Provide support on any ad-hoc project assignments as required from time to time from medical headSupport the SEA&I meeting arrangements as needed

Secretarial support

• Manage Medical Lead/Head's calendar, arrange meetings and appointments and provide reminders as needed
• Manage travel, hotel arrangements and claim submission as needed
• Prepare and manage correspondences and collation of reports/documents to meet business timeline when needed

About you

• Experience: Fresh graduate with science background.Relevant experience in events coordination, project support, or administrative roles (pharmaceutical or medical device industry experience is a plus but not required)

• Soft skills:

Project and Event Management skills (or strong willingness to develop these skills)

Well organized with attention to details

Strong organizational skills (ability to multi-task, prioritize and manage time effectively)

Analytical ability - able to solve problems and being resourceful

Good negotiation and communication skills

Ability to navigate in a matrix organisation

Team player and collaborates well across countries and cultures

Excellent networking skills

Ability to maintain confidential information with discretion and diplomacy

Proactive and self-motivated learner

Adaptable and receptive to feedback and mentorship

Technical skills: Proficient in Microsoft Office skills to manage projects and timelines (including Word, Excel, PowerPoint, Outlook, Teams, SharePoint), virtual Event platform (Zoom, SpotMe)

Willingness to learn pharmaceutical industry-specific systems and platforms

Education: Bachelor’s degree (scientific discipline is desirable but not essential)

• Languages: Fluent in English language (spoken and written)