Start: ASAP - Until Aug 2026 (high possible extension)
We are looking for a experienced Administrative Operations Specialist to support administrative processes in event planning in a commercial healthcare environment. This role is not part of the formal Events framework and does not include event planning or execution, but an affinity for events is helpful.
Key responsibilities:
* Manage the full end‑to‑end event process administration: from initial request to approval, contracting, promotion, and administrative close‑out.
* Collaborate closely with Event Managers, Marketing, and Sales teams
* Handle planning, logistics, coordination and follow‑up of external HCP events
* Create and distribute invitations and event marketing materials, using the content approval process
* Conduct budget monitoring and financial reconciliation
* Manage participants, follow‑ups, and reporting
* Oversee data management and documentation in systems such as Veeva and Concur
Experience and skills
* Administrative/back‑office experience and experience in event management (Pharmaceutical organisations preferred)
* Strong operational mindset with the ability to manage several tasks/projects at once
* Comfortable working with limited processes and multiple external agencies
* Independent, structured, proactive, and able to take ownership quickly
* Fluent German and English
* Strong stakeholder management and coordination skills
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