Medical Affairs Administrative Coordinator – Gulf Levant

About the role

The Medical Affairs Administrative Coordinator provides comprehensive administrative and financial support to the Gulf Levant Medical Team. This role ensures smooth operation of medical projects, research activities, and day‑to‑day team logistics.

Key responsibilities

• Manage calendars, schedule meetings, and arrange domestic and international travel for the medical team.
• Organise monthly medical leadership meetings, XLT meetings, and other internal/external events, handling room bookings, minutes, and action‑item tracking.
• Maintain accurate documentation, file management, and timely renewal of official documents.
• Support project management by tracking action items, preparing meeting materials, updating SharePoint sites, and compiling monthly and ad‑hoc reports.
• Prepare and update the medical team’s yearly calendar, organizational charts, and distribution lists.
• Create, handle, and follow up purchase orders (POs) and vendor invoices for medical projects.
• Assist with financial processes such as invoice receipt, quarterly breakdowns for clinical studies, and vendor/payment follow‑up.
• Collect and analyse project metrics, develop guidelines, and recommend process improvements.

Required profile

• Strong administrative background with experience supporting senior medical or scientific teams.
• Basic project‑management knowledge and ability to prioritize tasks effectively.
• Familiarity with financial administration, including invoice processing and PO creation.
• Excellent communication skills to liaise with internal stakeholders and external partners.

Required skills

• SharePoint

What we offer

• Opportunity to work within a dynamic medical affairs environment across the Gulf Levant region.
• Exposure to clinical research projects and cross‑functional collaboration.