Associate Director, Medical Affairs Operations

Associate Director, Medical Affairs Operations


Madrid, Spain

Overview and key accountabilities

This role will serve as a key business partner to the Spanish Medical Affairs affiliate team and be immersed in strategic and operational analysis as well as take a lead role in driving large projects within Medical Department, giving deep insight and access to the organizational strategy and direction in partnership with other key cross-functional stakeholders.

Key accountabilities include:

  • Coordination of all cross-TA activities among Spanish Medical Affairs Department
  • Improvement of Medical Affairs team competencies and Medical Affairs Department processes
  • Representation of Spanish Country Medical Director in certain cross-functional meetings at affiliate and global level

Specific Responsibilities

  • Ensure that Spanish Medical Affairs Department adheres to standards and processes, facilitating training of the team and running regular compliance monitoring activities.
  • Medical Lead of the Grant Review Committee. Responsible for the assessment of all Grants & Donations requests received at the affiliate level along with the rest of GRC members. Person of contact for internal audits.
  • Ensure Local Sponsored Studies from any TA are carried out according to local regulations and internal procedures. Responsible for overseen that Trial Master Files for Local Sponsored Studies are correctly maintained through regular monitoring activities.
  • Oversee all Med Aff early access programs conducted at the affiliate level, ensuring close communication with Pharmacovigilance team.
  • Harmonize cross-TAs the POA development, ensuring Key Performance Indicators (KPIs) are agreed and defined.
  • Ensure that Spanish Medical Affairs Department operates efficiently at a high level of quality by facilitating training and endorsement of new tools and procedures developed by Global Medical Operations or by external providers if needed (PFSEM, Navigator tool, coaching program, etc)
  • Coordinate digital excellence in Medical Affairs in coordination with Global Medical Operations and Commercial Operations
  • Coordinate training plan for Medical Department: onboarding plans for all new members, new MS and MPM success profile & competences, soft skills training, HP2020+ program
  • Organize All Medical and Medical Leadership Team meetings
  • Take part of the ACE Medical Affairs Operations group, playing an active role at Global and Regional meetings
  • Coordinate cross-TA activities: calendar of events, org chart, budget follow up, Medical POA follow up
  • Analyze industry best practice to improve Medical team excellence
  • Promote best practice sharing between TAs
  • Facilitate interactions of Medical team with Clinical Operations and Development teams


  • Demonstrated ability to manage several medical projects within designated program budgets and timelines.
  • Demonstrated excellence in complex project management and effectively managing multiple projects/priorities.
  • Demonstrate integrity in all the processes involved.
  • Support team members and empower them to complete deliverables efficiently and effectively.
  • Ability to initiate and lead departmental or interdepartmental strategic initiatives.
  • Proven ability to effectively communicate scientific, medical, and organizational concepts to internal and external customers.
  • Must think critically and creatively and be able to work independently to determine appropriate resources for resolution of complex problems.
  • Organize and manage Medical project team meetings, ensuring timely, efficient, and action-oriented operations.
  • Manage external collaboration project and all associated interactions (e.g. meetings, communications etc.) with the partner agencies and ensure agencies deliver projects in accordance to agreed timelines, scope, budget and compliance.
  • Direct project communications to relevant team members and ensures that all stakeholders (internally and externally) are fully informed and knowledgeable of project activities and their status.
  • Implement best-in-class project management processes and tools/templates.
  • Manage cross-functional initiatives/projects to enable advancement of sciences and improve alignment and efficiency.


  • Excellent verbal, written, interpersonal skills, and ability to work with multifunctional teams.
  • Must be able to effectively communicate progress toward milestones, opportunities, and risks to all stakeholders.
  • Must exhibit high emotional intelligence, with demonstrated ability to successfully negotiate through challenging situations and difficult conversations.
  • Possess a strong ability to build trust, along with demonstrated ability to drive, lead and influence colleagues across the organization to achieve team, department and corporate goals.
  • Must be a team player, focusing on shared goals, being flexible and applying skills where required, respecting others, listening to others’ views and value others’ contribution, sharing information and good ideas across organizations and celebrating/recognizing accomplishments.
  • Must have strong leadership skills and ability to effectively develop teams.
  • Must be comfortable and efficient in a fast-paced, dynamic and growing environment.
  • Must have ability to prioritize and execute tasks both as an individual contributor and in a team-based setting.
  • History of motivating others to deliver to important milestones while maintaining a positive, transparent and collaborative team environment.
  • Capable of assessing and updating detailed project timelines in meetings to guide and align study team members.
  • Ability to evaluate meeting minutes and materials for required updates to project timelines.
  • Ability to work on complex and multiple projects while exercising critical thinking with minimal supervision.
  • Solid attention to detail and excellent organization skills.
  • Ability to establish priorities, operate with a sense of urgency and collaborate (interpersonal, relationship management) with the study team, cross functional team members.
  • Demonstrates problem solving skills, demonstrates leadership skills, self-motivated and adaptable to a dynamic environment.
  • Computer skills including proficiency in the use of Microsoft Project, Word, Excel, PowerPoint, and organization tools.
  • Proficient with SharePoint with filing systems is desirable.
  • Ability to deal with time demands, incomplete information or unexpected events.
  • Occasional travel to other company locations as requested.


  • Advanced life science degree: MD, PharmD or PhD.
  • Strong experience in Medical Affairs, in different positions desirable (field-based, office-based, management experience)
  • Wide experience in Project management.
  • English fluent.

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