Задачи
•Preparation and processing of contracts, invoices, and closing documents with vendors and contractors (KOLs, event agencies, advertising agencies, etc.), including document scanning and photocopying.
•Maintenance and regular updating of internal reports, KOL databases, and tracking files (e.g., CME plans and related records).
•Maintenance of electronic and hard-copy archives of events and related documentation (SharePoint, KOL documentation, pre- and post-event documentation).
•Coordination of document execution, approvals, and material reviews with internal departments and event management agencies.
•Preparation and administration of contracts, appendices, and budgets/estimates with agencies, printing houses, publishers, experts, and other external vendors.
•Collection of quotations, proposals, and supporting documentation from suppliers and service providers.
•Monitoring the workflow and approval process of contracts, appendices, completion certificates, and invoices.
•Maintenance of registers for contracts, events, payments, and closing documents (Invoice Payment, DocuSign).
•Monitoring contract validity periods, arranging contract renewals, and ensuring timely receipt of original documents.
•Monitoring outstanding balances and open advances with vendors and event agencies.
•Coordinating with venues, agencies, hotels, and other service providers.
•Preparing participant lists, invitations, event agendas, name badges, promotional materials, and certificates.
•Collecting required documentation and preparing post-event reports.
•Supporting the planning, organization, and execution of marketing events, including exhibitions, conferences, round tables, webinars, and presentations for healthcare professionals, pharmacists, pharmacy chains, and business partners.
•Assisting in the preparation and execution of exhibitions, conferences, promotional activities, and photo/video shoots.
•Ensuring smooth execution of all administrative and organizational processes related to events.
•Coordinating the dispatch and receipt of documents to and from regional offices.
•Collecting event reports, photographs, and supporting documentation for completed activities.
•Maintaining databases and participant lists of healthcare professionals, pharmacies, and project participants in accordance with internal company requirements.
Требования
•Bachelor's degree in Marketing, Business Administration, Management, Economics, or a related field.
•Proficiency in English at Intermediate level or above (both written and spoken).
•Strong knowledge of Microsoft Office applications, particularly Excel, PowerPoint, Word, and Outlook.
•Strong organizational and coordination skills with the ability to manage multiple tasks simultaneously.
•Attention to detail and accuracy in document preparation and record keeping.
•Good communication and interpersonal skills for effective interaction with internal stakeholders and external vendors.
•Ability to work independently, prioritize tasks, and meet deadlines.
Будет плюсом
•1-2 years of experience in an administrative, marketing coordination, event coordination, or assistant role is an advantage.
•Experience working with document management systems, electronic approval workflows, and SharePoint is an advantage.
•Experience in event coordination, vendor management, or the pharmaceutical industry will be considered an asset.
Условия
Условий в вакансии нет.
