Senior Manager, Medical Affairs Operations

Job overview:

The Senior Manager, Medical Affairs Operations will play a central role in supporting Medical Affairs leadership and helping the department translate its priorities into meaningful results. Serving as a key operational partner to the Executive Director of Medical Affairs, this individual will coordinate projects, facilitate cross-functional collaboration, and help ensure that important initiatives move forward efficiently and effectively.

The successful candidate will bring strong project management skills, a deep understanding of Medical Affairs operations, and a genuine interest in finding better ways to get things done. Equally important is the ability to build strong relationships, bring people together, and generate enthusiasm and buy-in around shared goals. We are looking for someone who is proactive, personable, and collaborative, with the ability to navigate competing priorities, anticipate needs, and help Medical Affairs and its cross-functional partners work effectively together.

Location: Hybrid in our Jersey City office or remote on the East Coast in the United States.

Reports To: Executive Director, Medical Affairs.

Roles and responsibilities 
(Include but are not limited to): 

Medical Affairs Leadership and Project Management Support

• Serve as a key operational partner to Medical Affairs leadership, helping translate departmental priorities into actionable plans and coordinating projects from initial concept through execution, results, and readout
• Support leadership meetings and departmental planning activities, including agenda development, preparation of materials, documentation of decisions, and follow-up on key actions and commitments
• Develop and maintain project dashboards, reporting tools, and leadership updates that provide visibility into key initiatives, milestones, risks, and progress
• Facilitate coordination across Medical Affairs functions, proactively identifying competing priorities, project dependencies, and execution challenges, and working with stakeholders to keep initiatives moving forward

Cross-Functional Coordination and Collaboration

• Facilitate regular engagement between Medical Affairs and key cross-functional partners, including Preclinical Research, Clinical Sciences, HEOR, and other relevant departments
• Coordinate cross-functional meetings, establish agendas in collaboration with stakeholders, document key decisions and action items, and support follow-through on agreed activities
• Build strong working relationships across the organization and help foster a collaborative, solutions-oriented approach to shared priorities

Operational Excellence and Innovation

• Work with Medical Affairs leadership and functional teams to identify opportunities to improve efficiency, streamline workflows, and strengthen execution
• Support the evaluation and implementation of new tools, technologies, and operational approaches that enable Medical Affairs teams to work more effectively
• Develop practical solutions to operational challenges and help implement improvements in collaboration with relevant stakeholders
• Support the development and implementation of Medical Affairs SOPs, workflows, and operational processes in partnership with functional owners
• Identify opportunities to improve information sharing, project visibility, and coordination across Medical Affairs and its cross-functional partners
• Gather stakeholder feedback and evaluate the effectiveness of new processes and tools to support ongoing optimization

Key Operational Initiatives

In addition to broader leadership and project management responsibilities, the Senior Manager will provide operational support for specific Medical Affairs initiatives, including:

• Conference Planning and Execution: Coordinate Medical Affairs conference logistics, including medical booths, vendor management, meeting schedules, and KOL interactions
• Cross-Functional Insights Integration: Support the development and implementation of an approach to collecting, organizing, and integrating insights across the organization
• Technology Integration: Help advance the implementation and adoption of Medical Affairs technologies, including Veeva platforms, medical website capabilities, AI-enabled tools, and other digital solutions
• External Partner Coordination: Facilitate coordination with external vendors, agencies, and service providers to support the timely execution of Medical Affairs activities

Candidate Profile:

Required

• Bachelor's degree in life sciences, business administration, healthcare administration, or a related field
• 5+ years of experience in the pharmaceutical, biotechnology, or healthcare industry, including experience in project management, operations, or cross-functional program coordination
• Demonstrated ability to coordinate complex projects involving multiple stakeholders, competing priorities, and timelines
• Experience developing and maintaining project plans, dashboards, reporting tools, and other operational tracking systems
• Strong organizational and problem-solving skills, with the ability to anticipate needs, identify challenges, and develop practical solutions
• Exceptional interpersonal and relationship-building skills, with a demonstrated ability to influence without authority, gain stakeholder buy-in, and foster collaboration across diverse teams
• Excellent written and verbal communication skills, including the ability to facilitate meetings, synthesize information, and communicate effectively with stakeholders at different organizational levels
• Ability to work independently, take initiative, and support the successful execution of projects in a dynamic environment
• Proficiency with Microsoft Office applications and common project management or collaboration tools

Preferred

• Experience in pharmaceutical or biotechnology Medical Affairs operations
• Experience supporting senior leadership through project coordination, operational planning, or chief-of-staff-style responsibilities
• Familiarity with Medical Affairs activities, including scientific communications, medical information, medical education, congress planning, and field medical activities
• Experience coordinating cross-functional initiatives involving Medical Affairs, Clinical Development, or other pharmaceutical functions
• Experience supporting the implementation of digital tools, technology platforms, automation, or AI-enabled solutions
• Experience coordinating medical conference logistics, external vendors, or cross-functional stakeholder meetings
• Familiarity with pharmaceutical industry compliance requirements and cross-functional collaboration
• Experience supporting product launch preparation or the operational development of a growing organization
• Project management certification or formal project management training