Event and Congress Specialist - München, DE

Job description

Pleased to meet you, we are Galapagos, a dynamic fast growing Biotech company with offices in Europe in Belgium (Mechelen), France (Romainville + Paris), the Netherlands (Leiden), Switzerland (Basel), Italy (Milano), Spain (Madrid), UK (London), Germany (München), the Nordics (Denmark, Norway, Sweden, Finland, Iceland), Austria (Vienna) and in US, Boston.


We’re in the business of changing lives. In our quest to discover and develop life-improving medicines we go where no one has ever gone before. In every challenge we face, we see new opportunities. We want to challenge the impossible. We need thought leaders and rapid thinkers, entrepreneurs in spirit and status quo-fighters. Collaborative innovators and perseverant idealists. We need the best-in-class. In other words, we need you: The ‘make-it-happeners’.


We are looking for a Event and Congress Specialist - München, DE


Scope of the job:

As Event and Congress Specialist you take care of the organisation of virtual, hybrid & face to face company events both internal and external.

Your role:

  • Organization and coordination of virtual, hybrid and face-to-face company events both internal and external
  • Responsible for planning, organizing, and coordinating the attendance at national and international congresses including, but not limited to, registration and handling of participants, transportation/travel arrangements, hotel accommodation, invoicing for both clients and company employees
  • Main point of contact for all suppliers, clients and company employees at all national and international congresses and events
  • Administrative Support of Marketing Lead and Brand Managers, as well as any other Team Members
  • Ownership of all assigned projects to keep up to date with given internal and external regulations (e.g. SOPs and work instructions)
  • Ownership of all SAP related processes (PR Request, PO Creation, Goods Receipt, Invoicing, etc.)
  • Ownership of all contractual related processes (Contract Creation, Signing and Documentation/Archiving)
  • Ownership of Marketing Budget Controlling and Monitoring Process. Ensuring regularly Budget Meetings/ Update Circles with Marketing Lead and operative responsible Brand Managers


Job requirements

Who are you ?

  • Minimum of a High School Diploma required
  • Substantial (and prior) Work Experience as an Administrative Assistant, at best in the pharmaceutical environment
  • Good Knowledge of local regulatory, (medical) and compliance processes as well as regulations, especially with regards to Hospitality
  • Professional experiences with organizing and coordination of Events
  • Excellent and strong communication skills, both written and spoken
  • Excellent interpersonal and organization skills to ensure administrative and organizational support of the Marketing Team concerning daily business
  • Great Project Management skills and prioritization competencies as well as effective Time-Management
  • Proficient in all MS Office applications, especially Word, Excel, and PowerPoint
  • Great User Experiences with Systems SAP Business and Oracle
  • Reliable, careful, and structured way of working, ensuring flexible thinking combined with an absolute trustworthiness and discretion


What’s in it for you ?

You will be part of a fast growing and amazing company. As ‘make-it-happener’ you will get all the support you need to make your job successful. At Galapagos we aim to recruit the best people, who stand out among their peers, with integrity and excellent interpersonal and organizational skills. Our employees are the strength behind Galapagos, a highly motivated team, eager to maintain Galapagos’ leading position and achieve breakthroughs in pharmaceutical research. Galapagos offers a competitive remuneration package and a dynamic work environment.

We are Galapagos : together we can make it happen…!