We are seeking an experienced, organized, and motivated Advisory Board Operations Manager to join our dynamic Global Medical Affairs Operations team. This pivotal role will support the end-to-end planning and execution of U.S. and Global Advisory Boards. This is a contract role embedded within our Medical Affairs Program Management team, reporting directly to the Associate Director of Program Management, with cross-functional oversight from Commercial Event Planning & Operations. The Advisory Board Operations Manager will collaborate across Medical Affairs, Commercial, and related functions, ensuring operational excellence in meeting management.
The ideal candidate will possess extensive expertise in event and meeting management and operational oversight, with a strong background in advisory board planning within the biotechnology or pharmaceutical industry, and an established history of cross-functional collaboration.
What will you do? Strategic Planning & Initiation Partner with cross-functional stakeholders during the annual planning cycle to identify advisory board needs, objectives, and timing
Drive completion and routing of Needs Assessment Forms (NAFs), ensuring alignment with internal policy and documentation standards
Project & Event Operations Manage full project lifecycle and timelines for U.S. and Global advisory boards, ensuring on-time delivery and cross-functional accountability
Coordinate advisor identification, tiering, fair market valuation (FMV), and screening in accordance with the company's operational and compliance policies
Oversee logistics including agenda development, venue sourcing, virtual platform coordination, AV, catering, registration, and attendee tracking
Ensure compliance with established business and compliance rules including travel, lodging, and meal guidelines
Contracting & Compliance Oversight Initiate and track all advisor contracts through the correct internal pathways
Monitor and escalate FMV exceptions, debarment flags, and data privacy requirements, particularly for cross-border engagements
Maintain rigorous adherence to the company's compliance policies, engaging with Legal and Compliance as needed
Post-Meeting Responsibilities Lead post-event closeout activities including reconciliation, expense documentation, final reports, and insights dissemination
Ensure accurate records of all meeting documentation—agendas, attendance, advisor feedback, contracts, and transparency data—for audit readiness
Support business owners in documenting and sharing insights with appropriate internal stakeholders
Requirements:
Strong knowledge of HCP engagement regulations, including FMV, NAFs, Sunshine Act/Open Payments, and GDPR.
Familiarity with cross-border contracting workflows, especially involving international advisors and compliance constraints.
Excellent project management, documentation, and stakeholder engagement skills
Proficiency in Microsoft Office and project management tools (e.g., Smartsheet, SharePoint, Monday.com); familiarity with platforms like Cvent is a plus.
Experience working with third-party vendors, internal compliance teams, and Medical/Commercial stakeholders is highly preferred
. Preferred Additional Skills: Experience facilitating workshops and stakeholder meetings to align on project deliverables and timelines.
Education: Bachelor’s degree in Life Sciences, Business Administration, or related field (advanced degree or PMP or meeting management certification preferred).
Experience: 5+ years of experience in advisory board operations, medical event planning, or medical affairs project management in biopharma. Additional advisory board and contract management experience preferred.
The ideal candidate will have sufficient prior experience to contribute immediately. They should be capable of reviewing existing systems, SOPs, and processes, and confidently taking ownership of their responsibilities with minimal oversight. This role requires someone who can quickly assess the current landscape and move forward with limited day-to-day guidance.