Administrative Assistant – Drug Safety & Medical Information Support
Location: India
Employment Type: Full-Time
Experience Required: 1–3 Years (Pharmacovigilance / Drug Safety / Administrative Support preferred)
Job Requisition ID: JR 8756
Industry: Pharmacovigilance | Drug Safety | Medical Information | Life Sciences
About ProPharma
For over 20 years, ProPharma has supported biotechnology, pharmaceutical, and medical device organizations worldwide by providing expert consulting services across the complete product lifecycle. Operating through an advise–build–operate model, ProPharma delivers end-to-end solutions in regulatory sciences, clinical research, quality and compliance, pharmacovigilance, medical information, and R&D technology, helping clients advance innovative therapies with confidence.
Role Overview
The Administrative Assistant – Drug Safety role provides essential administrative and operational support to ProPharma’s Pharmacovigilance and Medical Information teams. The position supports adverse event (AE) and product quality complaint (PQC) follow-up activities, ensuring accurate documentation, compliance with client working practices, and timely communication. This role also supports Medical Information enquiry handling teams and senior management through efficient administrative coordination.
Key Responsibilities
General Administrative Support
Perform general administrative duties as assigned by management
Professionally manage incoming telephone calls and direct them appropriately
Provide reception support on an as-needed basis, including welcoming visitors and maintaining visitor logs
Support mail handling, filing, archiving, and stationery inventory management
Assist filing clerks with document organization and records maintenance
Drug Safety & Follow-Up Services
Prepare, format, and quality-check adverse event and product quality complaint follow-up correspondence, including letters, emails, and fax communications
Assemble required enclosures and attachments in accordance with client Working Practices
Enter received follow-up information into AE and PQC report forms accurately and within defined timelines
Track all follow-up activities in client-specific safety databases
Notify clients of case closures as per agreed timelines and procedures
Quality & Compliance
Maintain high standards of accuracy and quality across all deliverables
Comply with ProPharma Standard Operating Procedures (SOPs), Working Instructions (WIs), and client-specific Working Practices
Ensure compliance with data privacy, confidentiality, and information security requirements
Follow company Health and Safety policies at all times
Maintain professional conduct when interacting with clients, colleagues, and management
Required Skills and Competencies
Strong written and verbal communication skills
High level of accuracy and attention to detail
Effective organizational and time management skills
Ability to follow structured processes and manage multiple tasks
Professional and courteous telephone manner
Ability to work collaboratively within a team environment
Proficiency in Microsoft Office applications (Word, Excel, Outlook)
Education and Experience Requirements
Bachelor’s degree in Life Sciences, Pharmacy, Healthcare, Business Administration, or a related field preferred
1–3 years of relevant experience in administrative support, pharmacovigilance, drug safety operations, medical information, or healthcare documentation
Experience with adverse event processing or safety databases is an advantage but not mandatory
Work Model
ProPharma supports flexible working arrangements, including remote and hybrid models. Candidates located near ProPharma offices may be encouraged to work in a hybrid setup to support collaboration, subject to manager approval.
Diversity, Equity, and Inclusion
ProPharma is an equal opportunity employer committed to fostering a diverse, inclusive, and respectful workplace. Employees are encouraged to bring their authentic selves to work and contribute to a collaborative and innovative environment.
Recruitment Notice
All applications are reviewed personally by ProPharma’s recruitment team. ProPharma does not accept unsolicited resumes from third-party recruiters.
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