Job Details

Job Description

Virtual Part-Time Administrative Assistant - Medical Education & Scientific Programs

Candidates must live within a reasonable distance of the Atlanta area for occasional in-person meetings and company events.

*This position requires a work schedule of approximately 20-25 hours per week, generally performed during normal business hours, Monday-Friday.*

Our client, a cutting-edge healthcare education company, is looking for a Virtual Part-Time Administrative Assistant for their Medical Education & Scientific Programs to join their team. This individual will report to the Assistant Director of Medical Education and Scientific Programs and provide administrative and project coordination support for a variety of healthcare education programs and events.

This is a permanent, part-time opportunity that is ideal for someone who wants a flexible, primarily remote work schedule, enjoys being part of a collaborative and family-friendly company, and thrives on keeping projects, people, and details organized.

The ideal candidate is a strong communicator who is highly organized, detail-oriented, comfortable with technology, and able to independently manage multiple tasks and deadlines. This person will play an important behind-the-scenes role in helping the team successfully plan and execute educational programs, workshops, conferences, and other healthcare-focused events.

Job Responsibilities

• Provides administrative and project coordination support for accredited and non-accredited medical education programs, workshops, forums, conferences, networking events, and other educational programs
• Coordinates and schedules faculty, planning committee, participant, and internal team meetings, including managing calendars, meeting invitations, Doodle polls, and related communications
• Serves as an administrative point of contact for program participants and healthcare professionals, responding to inquiries and distributing welcome materials, resources, reminders, and follow-up communications
• Assists with preparing, formatting, organizing, and maintaining program documents, agendas, templates, presentations, and other materials
• Supports grant-related administrative activities, including preparing grant templates, tracking documentation, deadlines, and program deliverables
• Maintains program budget templates and assists with tracking budgets and expenses for assigned programs
• Assists with creating, distributing, and tracking surveys, registration forms, and other program-related documents
• Coordinates with the marketing team on program-related forms and materials
• Assists with preparing and tracking DocuSign agreements for faculty, planners, and program participants
• Maintains project trackers, databases, folders, and program documentation, ensuring information is accurate, current, organized, and easily accessible
• Takes and distributes meeting minutes and maintains agendas and meeting documentation
• Completes and tracks assigned tasks using Teamwork or other project management software
• Maintains regular communication across teams to ensure deadlines, deliverables, and program details stay on track
• Provides backup administrative support to other team members during absences or periods of increased workload
• Provides on-site administrative support for conferences and events as needed, including registration, materials preparation, and shipping support
• Performs other duties as required or assigned by company leadership

Job Requirements

• 2+ years of previous experience in an administrative, project support, program coordination, or similar role
• College degree preferred or equivalent work experience
• Experience working in a healthcare, education, association, conference/event, or similar professional environment is strongly preferred
• Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook
• Strong organizational skills with excellent attention to detail
• Excellent written and verbal communication skills
• Ability to accurately track information, documentation, deadlines, and multiple ongoing projects
• Comfortable learning and using technology and project management platforms
• Ability to work independently in a remote environment while remaining highly collaborative and responsive to the team
• Friendly, professional personality with a strong team spirit and customer-service mindset
• Ability to travel overnight within the U.S. for occasional company-led conferences, events, and corporate meetings

Preferred Experience

Experience with any of the following is a plus:

• Teamwork or other project management software
• DocuSign
• Jotform
• Doodle or similar scheduling platforms
• Healthcare or medical education terminology
• Conference, event, or educational program coordination

Schedule: Approximately 20-25 hours per week, generally during normal business hours (Monday-Friday, 9:00 a.m.-5:00 p.m. EST). Some flexibility may be available.

Location: Primarily remote; candidates should live within a reasonable distance of the Atlanta area for occasional in-person meetings and events.

Travel: Some overnight U.S. travel will be required for conferences, events, and corporate meetings.

Salary: $26- $30 an hour, depending on level of experience.