Position Title: Event Support Administrator
Location- Office Based Gatwick
Department: Finance & Operations
Key Internal Stakeholders:
Compliance/Regulatory, Marketing, Sales, Market Access, Sourcing/Procurement, Legal, and wider UK affiliate teams
Key External Stakeholders:
Third-party suppliers, Meeting Organisers
Role Purpose
To provide high-quality administrative support to event system users and the wider Event Operations and Systems team, ensuring efficient delivery of business commitments while maintaining compliance and quality standards across all activities.
Core Responsibilities
Sponsored Meeting Administrative Support (Field Teams)
Submit sponsorship approval requests on behalf of field colleagues.
Liaise with stakeholders and third parties to gather required documentation for submission.
Manage approval workflows and proactively follow up with approvers.
Work with internal and external meeting organisers to obtain required event documentation in line with SOP requirements.
Coordinate invoice processing and ensure appropriate evidence of payment is obtained.
Support stakeholders with uploading customer engagements into CRM systems.
Manage contract administration via accounting systems, including raising purchase orders and issuing documentation to relevant stakeholders.
Ensure patient organisation contracts are forwarded to the appropriate originator for system upload.
Company-Organised Meeting Administration
Provide overflow support for speaker contract administration.
Conduct venue vetting as required.
Support meeting close-out and customer validation processes across CRM and Event Management systems.
Event Operations & Systems Support
Act as a point of contact between outsourced venue-finding services and internal users, supporting compliance adherence.
Serve as a Super User for the Meeting & Events system, providing administrative and user support.
Assist with system-based administrative tasks.
Support contract population, upload, and signature processes.
Provide general administrative support including data entry and file management.
Qualifications & Experience
Educated to GCSE level (or equivalent).
Formal administrative qualification desirable (e.g., A-Level or equivalent).
Demonstrated experience in an administrative role.
Knowledge & Skills
Experience using web-based technologies and internal communication systems.
Experience coordinating projects in a fast-paced environment.
Experience in medical/scientific event organisation desirable.
Knowledge of pharmaceutical/healthcare industry compliance requirements (including meeting and hospitality codes) advantageous.
Technical & Behavioural Competencies
Proficient in Microsoft Word, PowerPoint, Excel, and database systems.
Strong written and verbal communication skills.
Good organisational skills with the ability to manage multiple tasks.
Able to work independently and collaboratively.
Strong customer service and stakeholder management skills.