Medical Affairs Operations Coordinator

The Medical Affairs Operations Coordinator (MAOC) plays a key role in enabling the Head of Medical Affairs (HOMA), the management team, and office- and field-based medical teams to operate effectively and efficiently. The role provides high-quality operational, administrative, financial, and project support to ensure the smooth delivery of medical activities, with a strong focus on compliance, execution excellence, and continuous improvement.

Through effective coordination and support, this role contributes to delivering business objectives and making a meaningful difference for patients.

The Medical Affairs function is fully aligned to affiliate strategy and execution while maintaining functional independence.

The MAOC is responsible for supporting a dedicated Medical Therapy Area team, with approximately 70% of the role focused on operational and administrative support and 30% focused on the coordination and tracking of key medical projects and initiatives.

The role requires strong collaboration across a matrix environment, working effectively with multiple stakeholders to deliver timely, accurate, and compliant support. Some external engagement engagement with external stakeholders will be required to support vendor set up and payments.

Manage internal contract and finance processes, including purchase order creation, budget tracking from quotation through to completion, Professional services Agreement creation for external Health Care Professionals (HCPs)s, Fair Market Value(FMV )requests, and new vendor requests

Coordinate office set-up for new starters and support onboarding and offboarding processes for employees

Provide day-to-day project coordination and administrative support in partnership with medical head office and field teams

Manage diary for the Head of Medical Affairs, coordinate internal meetings, prepare agendas, capture minutes, actions and decisions, and follow up to ensure timely completion

Maintain project documentation, governance records, and supporting materials in line with compliance and quality standards

Reconciliation of expenses for both meetings credit card and HoMA support

Booking travel and accommodation for HoMA

End-to-end project management of internal and external meetings including venue management

Managing shared Microsoft 360 email boxes to ensure business continuity and compliance such as Fair market value tiering process and Medical Scientific Liaison facilitated medical information requests

Project manage the lifecycle of Veeva materials and withdrawals to ensure high compliance standards met

Creation and business owner of both MAP and Veeva jobs for effective and compliant approval process for business activity

Support internal approvals, compliance checks, and adherence to relevant policies, procedures, and industry codes

Identify opportunities to improve processes, increase efficiency, and strengthen ways of working

Maintain departmental files and resources in accordance with company and regulatory requirements

Use AI-enabled tools appropriately to support efficiency, improve document and action tracking, strengthen reporting, and enhance workflow management, while ensuring confidentiality, judgement, and compliance are maintained

Undertake such other administrative activities that may reasonably be required to to ensure the effective operation of the Medical Affairs team.

Act as project manager, to coordinate and monitor delivery of medical activities to ensure timelines and objectives are met for assigned projects

Track progress, risks, and dependencies across multiple medical projects, escalating issues where appropriate

Support the team by leveraging new digital technology - and AI-enabled productivity tools to improve visibility, prioritisation, and execution of key activities.

Lead training of the team where needed on new tools and processes as directed by the Head of Medical Affairs

Support wider medical team projects as requested

Degree in Business, Life Sciences, or a related field

Understanding of the pharmaceutical industry, compliance requirements, and relevant codes of practice

Experience in project coordination, ideally within pharma, healthcare, or a complex, fast-paced environment

Proficiency in project management tools and document management systems

Demonstrated strong planning, organisation, and communication skills

Self-motivating with a natural ability to work under pressure in rapidly changing environment within tight deadlines

Strong interpersonal skills. Adept at communicating effectively at all levels of the organization, including senior executive level contacts

Demonstrated commitment to compliance and quality

Ability to influence and coordinate cross-functional teams without direct authority

Sound judgment, accountability, and the ability to drive actions through to completion

Openness to adopting AI-enabled ways of working that support productivity, quality, and business outcomes

AbbVie is an equal opportunity employer and is committed to operating with integrity, driving innovation, transforming lives and serving our community. Equal Opportunity Employer/Veterans/Disabled.

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