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Sales and Marketing Operations Coordinator

2 months ago

Toronto, Ohio, United States Mallinckrodt Full time
Job Title
Sales & Marketing Executive Coordinator

Requisition

JR Sales & Marketing Executive Coordinator (Open)

Location

Toronto, Canada

Additional Locations

Job Description Summary

Overview

The Sales & Marketing Executive Coordinator / Business Operations Associate plays a vital role in the planning and execution of various projects that differ in scale and intricacy, significantly contributing to the success of the sales division. This position is tasked with implementing business processes that bolster all commercial activities within the organization, ensuring client commitments are met, adhering to organizational benchmarks, and addressing operational challenges.

Key Responsibilities
  • External Event Coordination: Assist in the planning, execution, and follow-up of commercial events, which include but are not limited to
    • Venue logistics
    • Travel arrangements for healthcare professionals (HCP)
    • Relationship management with HCPs
    • Healthcare compliance (HCC) oversight and reporting
    • Budget oversight
  • Internal Meeting Coordination: Aid in the organization, execution, and follow-up of internal meetings and events, including but not limited to
    • Meeting organization and participation
    • Venue logistics
    • Travel arrangements
    • Catering services
    • Budget oversight
  • Budget Management: Support the budget management process including, but not limited to
    • Preparation and processing of purchase orders
    • Management of budget change requests
    • Monthly expenditure reconciliation and reporting to Finance
  • Tender and Contract Management: Collaborate with the Commercial team and liaise with Pricing and Contracting, as well as other internal and external stakeholders to oversee tenders and contracts, including but not limited to
    • Preparation and submission of tender/contract dossiers
    • Execution and monitoring of tenders/contracts
  • Vendor Management: Work with Procurement and Legal to manage external vendors, including but not limited to
    • Contract establishment and oversight
    • Management of purchase orders and invoices
    • Vendor audits
  • Project and Process Management: Engage in European business operations projects that support the development, implementation, and ongoing enhancement of standard operating procedures
  • General Administration:
    • Coordinate site events and celebrations for all Canadian employees
    • Create and manage the annual team calendar
    • Assist in the application of policies and procedures for Canadian employees
    • Provide onboarding support to new employees, including asset acquisition and training on procedures and systems
    • Offer administrative assistance to the General Manager
  • Stakeholder Engagement: Collaborate with
    • Various functions such as Customer, Clinical and Technical Service, Pricing and Contracting, Professional Education, Marketing, etc. to achieve company objectives
    • External vendors to implement and execute processes and projects.
Minimum Qualifications

  • 5-7 years of professional experience in business operations, sales or marketing support, personal assistance, general administration, or customer relations
  • A bachelor's degree in business or a related field is preferred, with prior experience in the pharmaceutical sector
  • Fluency in English, both written and spoken, along with proficiency in one additional language relevant to the sales region; additional European languages are advantageous
  • Proficient in Microsoft Office 365 (i.e., Word, Excel, PowerPoint, Outlook, Teams, SharePoint); experience with collaborative and work management software is a plus (e.g., SmartSheet, MS Project, MindManager, etc.)
  • Exceptional attention to detail and strong organizational skills are crucial
  • Ability to thrive in a diverse and international work environment
  • Capability to work independently with minimal supervision and collaborate within a matrix organization
  • Ability to perform under pressure while maintaining confidentiality at all times
  • Enthusiastic and dedicated with a proactive approach to work
Organizational Relationship/Scope:

Reports to: General Manager

Working Conditions:

This is an office-based role. Some travel may be required. The incumbent must maintain an up-to-date passport.

Disclaimer:

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of employees assigned to this position.

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