Business Operations Specialist

Modis Life Science is recruiting a Business Operations Specialist for a consulting assignment at a pharmaceutical company in Solna. This is a temporary assignment for initially 8 months. Send your applications ASAP.

The purpose of the Business Operations Specialist is to ensure that all company events are of high quality, including promotional events, medical education events, educational support, advisory boards, consultations, sponsorships, patient organization events, patient organization support and internal meetings. The Business Operations Specialist coordinates planning and organizes logistics, administration and documentation for all types of customer events in collaboration with the Event Requestor from MAF, Commercial or External Affairs. Responsible for upload to iMedical of non-TA related material

Key Role Activities

• Drive timely initiation and actions to enable optimal preparation of events.
• Set up and drive event intake meeting with Event Requestor and or brand team, with the aim to align on event concept, content and learning objectives, target audience, event communication strategy, logistics and digital options, vendors, speakers and event faculty where needed as well as raise any out-of-framework or non-compliant event plans with the Event Requestor.
• Support country brand teams in setting up their annual activity plan related to events.
• Handle all administration for customer events in iConnect, ICD and HPR, from initiation to finalization, as well as handle all contact to Amex and other external event organisers, and organise logistics in line with event plan and budget agreed with Event Requestor.
• Handle event related contacts with attendees and speakers. This includes the contract creation, registration; information on travel and accommodation; managing payment and disclosure documentation.
• Develop event materials in collaboration with Event Requestor, external agency, faculty and speakers, and act as Item Owner for event materials in iMedical review.
• Submit event details and materials to local trade associations following local country requirements.
• Take proactive and timely action on any arising issues which may endanger the event plan, budget or compliance. This includes immediate escalation of major challenges to Business Operations Manager and Event Requestor/brand team, and of potential compliance deviations to HCCO.
• Retain relevant event information and documentation (electronic or hard copy) in line with Records Retention Schedule and Nordic archiving routines.
• Collect feedback, coordinate the evaluation of events and provide brand teams with analysis and recommendations for continuous improvement.
• Act as a super-user for assigned event processes and systems.
• Upload and review non-brand related material to the company´s designated approval system (iMedical), own the initial approval and annual re-approval process
• Implement any revisions to existing materials in line with instructions
• ICD contract creation

Required knowledge, skills

• Bachelor´s degree or equivalent required
• 2-5 years of work experience in comparable roles preferred
• Healthcare, pharmaceutical or similar industry experience preferred
• Strong skills in Microsoft Office required
• High proficiency in the country-specific language required
• High proficiency in spoken and written English required

Essential competences (soft skills)

• Ability to strive in the light of stressful situations and deadlines, thus deploying a good sense of urgency. Ability to maintain overview and manage many ongoing projects in parallel
• Proactive and independent way of working being naturally inclined to drive initiatives in a timely manner.
• Ability to develop successful and strong relationships with external as well as internal stakeholders.
• Flexible and service minded approach to interacting with key stakeholders.
• Great command of communication skills, verbal, oral and written, and good presentation skills.
• Structured mindset with regards to project management.
• Desire to provide guidance and feedback to maximize performance of individuals and/or groups.
• Communication with others outside the company e.g. suppliers, governing bodies, the general public