Project Assistant – Medical Affairs

Cambridge, UK, London, UK

We are currently recruiting for start dates throughout 2021, including January, April, July and September. Please note that most of our new recruits will be based in our Global Headquarters in Cambridge, however we have a small number of places available at our London office.

About the Role

Medical Affairs provides the scientific bridge between clinical development and commercial functions in pharmaceutical and medical devices and technology companies. Most activities have a strong patient and/or healthcare professional (HCP) focus, and act to educate and inform clinical decision making and patient care, or to gather insights from key healthcare stakeholders that inform a product’s clinical development. This includes, but is not limited to, the delivery of internal training content, activities and materials aimed at HCPs, educational events, international congresses and advisory board meetings.

By joining the division as a Project Assistant, you will support our project teams with a wide range of administrative, project coordination and scientific tasks. In a typical week your time will be divided across both internal projects that contribute to the successful operation of the Medical Affairs division, as well as multiple scientific projects for our clients.

Within this role, there is scope to grow and develop towards the roles of Senior Project Coordinator and then Division Support Manager. This may lead to you supporting managers, and specifically the Division Head, in ensuring the successful performance of the division, particularly in terms of resource planning and productivity, as well as supporting the Medical Affairs team’s morale, motivation, training needs and wellbeing.

Initial responsibilities could include:

  • Formatting, consistency and general quality control review of scientific documents, including reports, slidesets, manuscripts, abstracts and posters
  • Reformatting of scientific documents to ensure adherence to client requirements
  • Supporting the accurate referencing of scientific materials, including preparing reference packs
  • Submission of materials onto our client’s copy-review platforms to ensure compliance requirements are met
  • Assisting senior team members with client communication and co-ordinating logistics on multi-component projects
  • Proactive engagement with compliance regulations, including preparation of documentation, tracking of materials and staying up to date with relevant policy changes
  • Supporting the correct budgeting and invoicing of projects using our finance software, including running budget reports for project teams and clients
  • Scheduling internal and external meetings, taking minutes and coordinating their distribution
  • Liaising with external suppliers (e.g. of third-party logistics agencies)
  • Helping the project team to keep abreast of the latest potentially relevant sources of information to inform their project work, and keeping all divisional resources up-to-date
  • Supporting the implementation of the latest operational and administrative processes within the division
  • Identifying and suggesting process improvements and changes to current ways of working, to enhance quality and efficiency within the Medical Affairs division and, where appropriate, the wider company
  • Organising divisional monthly meetings, team socials and other internal activities
  • Supporting the development of client proposals and tracking those sent and responded to
  • Development of project timelines and progress reports for clients that enhance the level of client communication and customer service delivered

What is the Difference Between the Project Assistant and the Analyst/Medical Writer role?

Analysts, Medical Writers and Project Assistants share a similar level of responsibilities however the roles do differ significantly in terms of daily duties.

Analysts and Medical Writers conduct detailed analyses of scientific data to then create a variety of materials that are presented to, and used by, our clients.

Whilst working on the same projects across a variety of disease areas, Project Assistants use their scientific knowledge to provide project management support and administrative help to project teams, allowing the timely delivery of high quality work. Additionally, Project Assistants work with senior colleagues within their division and colleagues from the Operations team to carry out internal administrative tasks, suggesting improvements and working to maximise efficiency within their teams.

About You

The ideal candidate will be proactive, innovative and eager to take on new challenges and responsibilities with an ambition to develop the role.

This role will suit those who are passionate about the concept of evidence-based medicine, have an excellent attention to detail and organisational skills, and a talent for communication.

Skills and experience required:

  • A degree level or equivalent qualification in a scientific discipline (2.1 minimum) including but not limited to; biology, chemistry, pharmacy, bioengineering and medicine
  • A flair for, and attention to, detail
  • Professional oral and written communication skills
  • Good knowledge of Microsoft Office
  • Excellent organisational skills and a passion for maintaining high levels of organisation across tasks and processes
  • The ability to respond to conflicting deadlines, work independently and self-manage your time
  • A commitment to delivering excellent customer service
  • A desire and aptitude for collaborative working across project teams

You will receive close training and mentorship from experienced colleagues, so no prior experience is required.

What We Offer

The starting salary is £24,000 – £26,000, depending on your previous experience. Please click here to learn about our reward package and the other benefits of working for Costello Medical.

How to Apply

Please submit your CV and cover letter via our online application form. In your cover letter you should explain why you think you would be suited to the Project Assistant role and why you would like to join Costello Medical. Please note it is our company policy to only consider one application per candidate at a time.

Please contact the recruitment team at if you have any questions about the role or application process.


COVID-19 Response

Our teams in the UK and Singapore are following local government guidance and are currently working remotely. Our US office is open in a safe, socially distanced and controlled way following a period of remote working. Exceptional customer service remains one of our core principles, so we are committed to supporting our clients and operating as normal throughout this period.

Please note that we are also still welcoming applications for our open positions, across all roles and locations. Interviews are being conducted by Microsoft Teams and we are welcoming new employees remotely or in the office, depending on location, with virtual induction sessions including all our new starters.

For information please email

Career Profile

To learn more about the tailored career progression we offer at Costello Medical, Georgina shares her growth to the Divisional Support Manager role since joining the company in 2016.