For our client J&J Innovative Medicine, we are now looking for a Business Operations Specialist Sweden for a 12 month interim assignment, beginning Dec 1.
The Business Operations Specialist is responsible to ensure all company events, both face to face and virtual, 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 purpose of the role is to coordinate planning and organize logistics, administration, and documentation for all types of customer events in collaboration with the event requester from Medical Affairs, Commercial or External Affairs. Current focus for the role is to support all therapeutical areas of Johnson & Johnson, however this may be subject to change at any given time. The position sought for is reporting directly to the Operational Excellence Lead.
This position is located in our office in Solna, Sweden.
Objectives of the Position
• Drive timely initiation and actions to enable optimal preparation of events.
• Together with Event Owner or brand team sets up and drive event intake meeting, 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.
• Handle administration for customer events in iConnect, ICD and HPR, from initiation to finalization, as well as handle all contacts to Amex and other external event organizers and organize logistics in line with event plan and budget agreed with Event Owner.
• Together with the Event Owner 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 Owner, external agency, faculty and speakers, and act as Item Owner for event materials in the 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 reporting manager and Event Owner/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.
What you will need to succeed
• Ability to strive in the light of stressful situations and deadlines, thus deploying a good sense of urgency.
• Ability to maintain overview and handle 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 positive relationships with external as well as internal stakeholders.
• Flexible and service minded approach to interacting with key stakeholders.
• Great command of interpersonal skills, verbal, oral and written, and good presentation skills.
• Structured approach with regards to project management.
• Desire to provide guidance and feedback to improve performance of individuals and/or groups.
• Demonstrated strength in quickly grasping and mastering new systems
Qualifications
• Bachelor’s degree or equivalent required
• 2-5 years of work experience in comparable roles preferred
• Healthcare, pharmaceutical or similar industry experience preferred with particular focus on events and event management
• Strong skills in Microsoft Office required
• High proficiency in spoken and written Swedish and English required
Please contact us at your earliest convenience or submit your application on the link above.
