Business Support Services Congress Specialist
About The Position
The Business Support Service Congress Specialist will provide operational and administrative support to the Medical Affairs team and Patient Advocacy team in coordinating internal participation, logistics, registrations, vendors management, and sponsored activities congress. Reporting directly to Head of Global Business Support Services, this role is responsible for executing high‑quality operational processes, ensuring accuracy and efficiency across all congress‑related activities. Success in this position requires exceptional attention to detail, strong organizational skills, and the ability to manage multiple complex workflows simultaneously. The Specialist will work closely with Medical Affairs, Patient Advocacy, and cross‑functional colleagues to meet strict timelines, uphold compliance requirements, and ensure full alignment with internal SOPs (Standard Operating Procedures) and governance standards.
Requirements
- Bachelor’s degree required.
- 3 -5 years of progressive experience in administrative support, medical operations, or related roles within pharmaceutical, biotech, or healthcare settings.
- Excellent interpersonal, teamwork, and relationship-building skills.
- Excellent facilitation skills, with the ability to drive multi‑stakeholder activities.
- Self‑directed, proactive, and capable of successfully navigating competing priorities.
- Highly organized with exceptional attention to detail, able to manage high‑volume, fast‑paced workflows.
- Superior written and verbal communication abilities, tailored to diverse internal and external stakeholders.
- Ability to simplify and communicate complex issues.
Responsibilities
- Assist in planning, organizing, and executing congress related activities in partnership with the Medical Affairs and Patient Advocacy teams.
- Coordinate logistical elements including hotel sourcing, conference registrations, and booth or exhibit arrangements, ensuring flawless execution and adherence to internal requirements.
- Maintain relationships with conference organizers, vendors, and partners to support smooth operations.
- Support sponsorship contracting and payment tracking for regional and national conferences through the Chiesi Event Hub.
- Manage the end‑to‑end workflow of conference sponsorships and national congress activities in Speakcore/Chiesi Events Hub, ensuring timely processing and documentation accuracy.
- Support speaker and patient programming activities under direction of Medical Affairs and Patient Advocacy, including:
- Contract initiation and routing
- Procurement of services and goods
- Monitoring approval workflows
- Ensuring transfer‑of‑value compliance
- Coordinating Legal review and vendor interactions
- Securing signatures through DocuSign
- Uploading final documents to the contracting platform
- Manage purchase requests, service entry sheets (SES), and invoice processing through SAP in full compliance with internal procedures and SOPs.
- Maintain clear and accurate documentation, deadlines and internal recordkeeping to ensure transparency, traceability and audit readiness.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
