Conference & Brand Operations Coordinator

About the role

The Conference & Brand Operations Coordinator will coordinate operational activities for the EU Innovative Medicine Team. This includes the coordination of international and national congresses, internal meetings, contract management, invoice and budget management and compliance with SUN policies.

Major Tasks & Responsibilities

Contract, Budget and Compliance Coordination

• Lead the full lifecycle of contract management, ensuring adherence to internal processes, legal standards, and proper archiving in Agiloft.
• Coordinate EU transfer of value reporting.
• Draft agreements such as Statements of Work (SOWs) and congress booking agreements.
• Collaborate with Finance to ensure timely payments aligned with contractual terms.
• Support Marketing, Commercial Heads and the Financial Controller with tracking budget spending and commitments.

Brand Team Coordination

• Coordinate daily operational activities for multiple marketing and commercial teams, ensuring compliance with internal policies and work instructions.
• Manage team expenses and provide administrative coordination for EU team managers.
• Perform standardized operational on-boardings for new members.

Congress & Event Coordination

• Coordinate national and international congress activities, including sponsorship applications, booth preparation, logistics, and material shipments.
• Organize internal team meetings and related logistics.
• Ensure correct budget planning and management for congresses and events.

Key Performance Indicators / Result Areas

• Accurate and compliant use of the contract management system.
• All branded activities aligned with country compliance codes and SUN policies.
• Complete and up-to-date SOWs, MSAs, contracts, and agreements.
• Accurate and timely budget tracking.
• Successfully coordinated congress operations (e.g., booths, logistics, materials).
• Smoothly organized internal team meetings.

Qualifications, Knowledge, Experience & Skills

Education (Mandatory)

• Bachelor degree or equivalent.
• Proven experience in a comparable or relevant operational/administrative role.

Work Experience

• Experience in a highly regulated industry, preferably the pharmaceutical industry.
• Experience coordinating activities for commercial teams (e.g., Marketing).
• Prior experience in the congress/events industry.

Language Skills

• Mandatory: Advanced English
• Strongly preferred: German or Spanish or other WEU language

Technical Skills / Job-Specific Competencies

• Microsoft Excel, Word, PowerPoint
• DocuSign
• WIMI shared drive
• Travel booking tools
• Online meeting platforms (Teams, GoToMeeting)

Behavioural Competencies

• Strong communication and interpersonal skills
• Excellent organizational and planning abilities

Proactive, solution-oriented, and collaborative mindset

What We Offer

💼 Flexible working scheme

🏝️ 25 holidays + 1 extra day off on your birthday

🏥 Health insurance

🌟 Growth opportunities

🌐 International work environment