Events Support Coordinator - temporary 12 months
(EU Congresses, Annual Kick-Off Meetings, Incentive Programs, Scientific Meetings and other internal trainings).
Duties and Responsibilities
- Coordination and preparation of the contracts for suppliers, congress organizations, consultants and Healthcare Professionals
- Support the implementation and coordination, with the concerned department, of all the requests emanating of the contracts (sponsorship, housing, registration, entertainment, etc.) for congresses
- Support the management of the budget for events, creating requisition and follow-up on Purchase Orders/payments through the SAP system
- Support the team organization of the logistics for events and congresses when is needed such as travel and accommodation booking, group registration creation and management, A/V requirements setup, activities, F&B needs, etc.
- Support and coordinate the development of the internal App and its functionalities based on the needs
- Support the coordination of all Legal and Corporate Affairs checks-up to ensure Regulatory compliance (at International level)
- Support and coordinate the development of all the event material related to EU Events
- Support coordination of information with all relevant functions (e.g. Medical Affairs, Commercial Operations, Legal, Compliance, Privacy, Regulatory, IT, Finance)
- Possibility to participate at different events as a support logistics position, managing specific responsibilities on site and before the event and do site visits.
- Update and maintain various contact lists
- Handle team mail and organize filing system
- Teamwork with team members and other stakeholders
- Contribute positively to a strong culture of business integrity and ethics
- Act within compliance and Legal requirements as well as within company guidelines
Requirements
- CFC or equal by experience
- 3+ years experience working in administrative position
- Experience with SAP
- Well organized, resistant to stress, willingness to solve problems and honor deadlines, reliable, perfect communication skills and discretion & ability to handle sensitive information are a must
- Excellent proficiency with Office software systems (Excel, Word, PowerPoint) and Outlook
- Fluent in English and French
- Willing to travel for work, sometimes on week-ends (expected for one or two events)
