Conference & Brand Operations Coordinator

SUN PHARMA

Hoofddorp

On-site

EUR 42,000 - 64,000

Full time

14 days+

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Benefits offered by this job

25 holidays

Birthday day off

Job summary

SUN PHARMA is seeking a Conference & Brand Operations Coordinator to support the EU Innovative Medicine Team, coordinating international and national congresses, internal meetings, contracts, invoices, budgets, and policy compliance.

You'll manage contract milestones in Agiloft, assist with sponsorships and logistics, support finance for payments, and ensure timely budget tracking while aligning with SUN policies.

Qualifications

Bachelor degree or equivalent.
Proven experience in a comparable operational/administrative role.
Experience in a highly regulated industry, preferably pharma.
Experience coordinating activities for commercial teams (e.g., Marketing).
Prior experience in congress/events industry.
Advanced English required; German or Spanish or WEU language preferred.

Responsibilities

Coordinate contract management lifecycle and ensure compliance with internal processes and SUN policies.
Manage EU and national congress activities, sponsorships, logistics, and material shipments.
Organize internal team meetings and related logistics; ensure budget planning and tracking for congresses/events.

Skills

Advanced English

German/spanish WEU language

Strong communication

Interpersonal skills

Organizational skills

Proactive mindset

Education

Bachelor degree or equivalent

Tools

Microsoft Excel

Microsoft Word

PowerPoint

DocuSign

Travel booking tools

WIMI shared drive

Job description

The Conference & Brand Operations Coordinator will coordinate operational activities for the EU Innovative Medicine Team. This includes the coordination of international and national congresses, internal meetings, contract management, invoice and budget management and compliance with SUN policies.

Major Tasks & Responsibilities

Contract, Budget and Compliance Coordination

Lead the full lifecycle of contract management, ensuring adherence to internal processes, legal standards, and proper archiving in Agiloft.
Coordinate EU transfer of value reporting.
Draft agreements such as Statements of Work (SOWs) and congress booking agreements.
Collaborate with Finance to ensure timely payments aligned with contractual terms.
Support Marketing, Commercial Heads and the Financial Controller with tracking budget spending and commitments.

Brand Team Coordination

Coordinate daily operational activities for multiple marketing and commercial teams, ensuring compliance with internal policies and work instructions.
Manage team expenses and provide administrative coordination for EU team managers.
Perform standardized operational on-boardings for new members.

Congress & Event Coordination

Coordinate national and international congress activities, including sponsorship applications, booth preparation, logistics, and material shipments.
Organize internal team meetings and related logistics.
Ensure correct budget planning and management for congresses and events.

Key Performance Indicators / Result Areas

Accurate and compliant use of the contract management system.
All branded activities aligned with country compliance codes and SUN policies.
Complete and up-to-date SOWs, MSAs, contracts, and agreements.
Accurate and timely budget tracking.
Successfully coordinated congress operations (e.g., booths, logistics, materials).
Smoothly organized internal team meetings.

Qualifications, Knowledge, Experience & Skills

Education (Mandatory)

Bachelor degree or equivalent.
Proven experience in a comparable or relevant operational/administrative role.

Work Experience

Experience in a highly regulated industry, preferably the pharmaceutical industry.
Experience coordinating activities for commercial teams (e.g., Marketing).
Prior experience in the congress/events industry.

Language Skills