Medical Affairs Operations Coordinator

12-month contract with potential extension or permancy

Schedule: 35 hours per week

Introduction

We are seeking a Medical Affairs Operations Coordinator (Project Coordinator I) to support the effective planning, execution, and governance of Medical Affairs activities in Canada. This role provides a critical operational link between internal Medical Affairs teams, cross‑functional partners, external service providers, and healthcare professionals to ensure medical projects are delivered on time, within budget, and in compliance with regulatory and internal standards.

The ideal candidate is highly organized, self‑directed, collaborative, and experienced in coordinating medical communication initiatives in a regulated pharmaceutical or healthcare environment.

Responsibilities

Medical Operations & Project Coordination

• Provide autonomous project management support for Medical Communication projects, including advisory boards, symposia, round‑table discussions, videos, medical booths, and disease awareness initiatives
• Coordinate day‑to‑day medical operations, ensuring timelines, deliverables, and compliance requirements are met
• Track project status and prepare regular updates and reports for affiliate leadership
• Support localization, review, and approval of global and local medical materials through Veeva Vault
• Support approval of tier‑1, lower‑complexity promotional materials as required
• Manage Microsoft Teams calendars, meetings, logistics, and travel coordination for Medical Affairs activities

Stakeholder & Vendor Management

• Act as a key point of contact between internal stakeholders, KOLs, healthcare professionals, and third‑party vendors
• Liaise with external agencies (medical education, AV, production vendors) for development and execution of materials and events
• Communicate clearly and professionally with all stakeholders to ensure alignment and timely delivery

Technology & Systems

• Utilize and maintain systems including Veeva Vault, Veeva CRM, SAP, and Microsoft Office tools
• Leverage approved AI and digital tools to improve workflow efficiency, timelines, and operational effectiveness

Cross‑Functional Collaboration

• Collaborate with Medical, Marketing, Clinical Operations, and other internal teams to support delivery of Medical Affairs initiatives
• Facilitate smooth information flow between functions to optimize project execution

Budget, Finance & Compliance

• Assist with development, tracking, and management of budgets related to third‑party providers
• Act as a subject‑matter resource for financial documentation supporting internal audits or regulatory inspections
• Identify opportunities to improve operational efficiency and cost effectiveness
• Ensure all activities comply with healthcare regulations, IMC requirements, ABPI standards, and internal SOPs

Continuous Improvement

• Support ongoing process improvement initiatives across Medical Affairs operations
• Provide general operational support to the Medical Affairs team as required

Requirements

• Bachelor’s degree in a science discipline (e.g., Biology, Chemistry, Pharmacy, Nursing, or related field) from a Canadian or internationally accredited university required
• Other degrees may be considered with relevant experience in a pharmaceutical or healthcare setting
• Project Management certification or formal PM experience is an asset
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook, SharePoint)
• Experience with Veeva Vault strongly preferred; exposure to Veeva CRM and SAP is an asset
• Comfortable working in digital, systems‑driven environments
• Strong ability to plan, prioritize, and solve problems with an open‑minded and proactive approach
• Highly collaborative and team‑oriented, with the ability to build and maintain relationships across functions
• Excellent written and verbal communication skills in English, including presentation skills
• Strong organizational and project coordination skills with proven ability to meet deadlines
• Able to work independently with minimal supervision and exercise sound judgment
• Demonstrated commitment to compliance, scientific integrity, and quality standards
• Ability to understand pharmaceutical, medical, and regulatory terminology
• Project management experience or exposure is desirable

What We Offer

Why apply through Brunel? Finding the next step in your career can be a full-time job in itself. We manage the process for you: from submitting your resume to coordinating interviews to extending offers and assisting with on-boarding. We’ll get you going while you get on with the job.

About Us

Brunel has a reputation for working with some of the best in the business. That’s what we continually strive for. Over 45 years, we’ve created a global network of interesting clients and talented individuals working together through a vast array of services.