Job Detail

Summary

This position is responsible for providing support of European and Global company operations by coordinating the organization of the main events in Europe including Congresses, Outreach Events at Congresses, Region Europe Field Performance Award Program, Annual Kick-Off Meeting, Internal Trainings, etc.

Duties and Responsibilities

• Support the team with budget for each event, creating requisition and follow-up on PO and payment


• Support the team with the preparation of different administrative tasks for congress medical sponsorships


• Support and coordinate with the team the preparation of contracts for suppliers, congress organizations, consultants and Health Care Professionals


• Support the organization of the logistics for each event such as travel and accommodation booking, group registration creation and management, A/V requirements setup, F/B needs, etc.


• Support the team by coordinating all legal and corporate Affairs check-ups to ensure Regulatory compliance (National and International)


• Support the team with the concerned department, of all the requests emanating of the contracts (sponsorship, housing, registration, reception, etc.) for each congress


• Support and coordinate the development of all the event material related to EU Events such as EU Events App, t-shirt, gifts, etc.


• Support coordination of information with all relevant functions  (e.g. Medical Affairs, Commercial, Legal, Regulatory, IT, Finance)


• Update and maintain various contact lists


• Research of different venues and negotiation of the rates


• Handle team mailbox and organize filing system


• Teamwork with Administrative Assistants from other functions and Reception staff


• 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


• 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


• Dynamic, autonomous and flexible, team player willing to work in a team


• Excellent proficiency with Office software systems (Excel, Word, PowerPoint) and Outlook


• Fluent in English and French