Congress & Project Specialist/Senior Congress & Project Specialist

Sobi

7d • Hybrid

About The Position

This position can be based in Germany. International & National Congress Management and Business Unit support. The role involves planning, organizing, and managing all aspects of congress participation, coordinating with internal teams and international congress management to ensure alignment and compliance with industry regulations. It also includes managing relationships with external vendors, developing and managing the congress budget, monitoring expenses, and providing financial reports. The specialist will serve as the primary point of contact for healthcare professionals, key opinion leaders (KOLs), and other stakeholders attending the congress, ensuring effective communication and collaboration. Ensuring compliance with industry regulations, company policies, and ethical standards, and maintaining accurate records of congress activities are also key responsibilities. Additionally, the role involves contract management, including creation, coordination, implementation, and documentation of contract processes, with a potential backup function for other contract management team members. Business Unit support includes assisting the Business Unit Director with internal and external meeting organization, onsite support for selected events, and help with travel expense forms.

Requirements

• Bachelor's degree in Business, Marketing, Life Sciences, Healthcare Management, Event Management, or a related field.
• Experience in congress/event management, project coordination, or a similar role.
• Budget management and financial reporting experience.
• Contract management and vendor negotiation skills.
• Strong organizational, communication, and stakeholder management abilities.
• Experience working with cross-functional teams.
• Knowledge of compliance requirements in the pharmaceutical, biotech, or healthcare industry.
• Proficiency in Microsoft Office (especially Excel, PowerPoint, and Word).

Responsibilities

• Plan, organize, and manage all aspects of congress participation.
• Coordinate with internal teams (e.g., congress management, medical, marketing) as well as international congress management to ensure alignment and compliance with industry regulations.
• Manage relationships with external vendors.
• Develop and manage the congress budget, ensuring cost-effective use of resources.
• Monitor expenses and provide regular financial reports to senior management.
• Negotiate contracts with vendors and suppliers to secure favourable terms.
• Serve as the primary point of contact for healthcare professionals, key opinion leaders (KOLs), and other stakeholders attending the congress.
• Ensure effective communication and collaboration with all parties involved.
• Ensure all congress activities comply with industry regulations, company policies, and ethical standards.
• Maintain accurate records of congress activities, including attendee lists.
• Creation, coordination, implementation and documentation of contract processes.
• If necessary, back-up function for other contract management team members.
• Support Business Unit Director with internal and external meeting organization (meeting invites, hotel bookings, travel- und dinner bookings).
• Onsite support for selected events.
• Support with travel expense forms of Business Unit Director.

Benefits

• Competitive compensation for your work
• Emphasis on work/life balance
• Collaborative and team-oriented environment
• Opportunities for professional growth
• Diversity and Inclusion
• Making a positive impact to help ultra-rare disease patients who are in need of life saving treatments
• competitive benefits package

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level