Description:
Job title: Project Assistant (Medical Affairs)

Location: Belgium, Antwerp area

Duration: Permanent - Full time - Office based

TalentSource Life Sciences, the division of CROMSOURCE dedicated to flexible staffing solutions, is currently recruiting for a Project Assistant in Medical Affairs for the Antwerp area to strengthen the team of one of our TOP Pharma clients.

Job description:

• Coordination Medical Event planning & prepare/execute health care compliance (HCC) sensitive cross-border events and Educational Grant/Consultancy or speaker agreements, within specific Therapy Area or compound, aligning closely with EMEA MAF colleagues, internal functions such as HCBI, P2P, procurement and external partners including Agencies and health care professionals (HCPs)
• Overall budget tracking and follow-up, working closely with budget owners within MAF to ensure that the budget is spent according to the business plan
• Ensure compliance with HCC and Transfer of value requirements.

Main activities and tasks:

Medical Event Planning

• Coordinate the planning of Medical HCC sensitive Events with the EMEA MAF team(s), working with Medical education science relations managers (MESRL), EMEA Medical Programmer Leads (EMPL), EMEA medical affairs director (EMAD), EMEA medical advisors (EMA)
• Attend or organise Medical Event planning meeting(s) for their respective EMEA MAF team(s) and contribute to review of annual plans for Medical Events, Educational Grants and Consultancy agreements
• Proactively reach out to Event/Grant/Consultancy agreement owner (or escalate) in case of discrepancy between Annual planning and currently requested activities.

Event Project Management

• Responsible for preparation, set up, conduct and closure of Medical Events with less than 30 external participants
• Together with internal event owner, select & contract medical communication and logistics agency for each event, ensure compliance with established rate card as determined by procurement
• For event with less than 10 external participants, act as primary contact point for external participants and medical communication agencies
• For event with less than 10 external participants, arrange all the logistic for the meeting and the external participants
• For events between 10 and 30 external participants, act as primary contact point for medical communication and logistics agencies
• Closely work with the EMEA Event Support (P2P) team to follow contract and payment processes
• Close and reconcile events against agreed budgets.

Educational Grant/Consultancy or speaker agreements management

• Together with the team, obtain the required documentation for submission
• Advise the requester on local HCC requirements or specificities
• Closely work with the EMEA Event Support (P2P) team to follow contract and payment processes.

HCBI tasks

• Management all HCBI aspects related to event project management and Educational Grant/Consultancy or speaker agreements management

Budget management tasks

• Follow-up with involved agencies their budget estimates and work orders/contract
• Request PO numbers and work closely with the EMEA Event Support Team (P2P)
• Follow up on invoices and reconciliations
• Responsible for budget planning, tracking and reporting of small events, research grants and consultancy agreements activities
• Responsible for budget tracking for EPMLs in evidence generation team, by consolidating information acquired from global clinical operations (GCDO) and finance department
• Support consolidation of their respective EMEA Medical Affairs Product team(s) budget - in accordance with finance update cycles, escalating budget discrepancies as appropriate.

General

• Ensure that all activities are carried out in compliance with regulatory guidelines, HCBI and company policy
• Maintain open communication and cooperation with other individuals in EMEA Medical Affairs Team to ensure knowledge exchange and sharing of good practice
• Act as Subject Matter Expert "Champion" on at least one business process related to Medical HCC sensitive event or budget management (act as go-to expert, train others, e.g. finance, TOV, P2P, advisory board), and provide advice and input into the EMEA MAF and related organisations into these topics
• Look for efficiencies and improvements in the related business processes.

Requirements:

• Excellent interpersonal, organisational skills, time-management skills and communications skills, both written and verbal.
• Proven skills at developing and managing varied relationships within and outside the company.
• Ability to identify and resolve issues that arise during execution of task.
• Project management skills
• Preferred knowledge of internal systems, such as including Concur, ICD, Cornerstone, eMP, LYNX
• Awareness of, and advanced training in, Healthcare Compliance Business Integrity (HCBI).
• Perfect knowledge of event creation and management in iConnect and TOV disclosure aspects in HPR
• Experienced in working in a complex matrix / virtual environment

Our benefits when working in Belgium:

• Competitive Salary
• Group and hospitalisation insurance
• Electronic meal vouchers
• Internet reimbursement
• Company Car with fuel card depending on the function
• Dedicated Line Manager
• Regular face-to-face or phone meetings with line manager
• Full annual performance review process
• Ad-hoc team events and end of year party
• Career opportunities within both our CRO departments and our TalentSource Life Sciences Unit, locally and internationally
• Employee satisfaction survey - your feedback is important for continuous improvement

If you have the experience needed for this position, please apply directly to https://www.talentsourcelifesciences.com/job-information/?job-id=HQ00001746

If you would like to discuss the role before applying through the website, please contact julie.casteleijn@cromsource.com for more information.

Why TalentSource Life Sciences/CROMSOURCE:

TalentSource Life Sciences is a fully dedicated flexible resourcing department at CROMSOURCE, a family owned international, full-service Contract Research Organisation. CROMSOURCE comes from the merger of MSOURCE and CROM and we have been supporting clients with outstanding clinical research and resourcing services since 1994. Successful growth has been achieved by putting high quality and client focus at the heart of everything we do and we are proud to partner with industry leading Pharmaceutical, Biotechnology, Medical Device and Marketing Communications worldwide.

Our employees are the most valuable company asset and because we want to retain our staff, we ensure they work in a friendly, family environment and develop their skills and talents. Human Resources is the fulcrum around which all activities are built and close management and training is the core instrument to develop and maintain highly-qualified personnel. The continuous training keeps the resources qualified in terms of competence and expertise and gives to all personnel clear tools to manage both internal and client processes with the same methodology. The success of these core values are evidenced by our current below industry average turnover rates.

Our approach is to equally value our clients and our own people. We know that we are not simply providing 'staff' or 'resources'. We are experts providing experts - highly talented, well trained, motivated people who make a positive difference to the work of our clients every day. Together we help our clients succeed in their work developing medicines and medical devices for patients around the world.

Keywords: Project Assistant, Medical Affairs

Skills: Medical Affairs, Project Assistant Location: Belgium