Events Representative

Key Responsibilities

• Independently manage and execute complex event operations to support Events Leads across EMEA, ensuring consistent delivery and resolution of operational challenges.
• Serve as the primary operational point of contact for the Central Events team and key stakeholders, independently coordinating solutions and driving resolution of event-related operational issues.
• Own event budget coordination and financial administration processes, proactively identifying risks, monitoring forecast versus actual spend, providing insights to Events Leads and supporting decision-making through reporting and ROI analysis.
• Manage purchase order and invoice processes in SAP while continuously improving workflows, service levels and operational controls to increase efficiency and compliance
• Act as a key administrator of the Event Management Tool, ensuring data quality, process adherence and continuous improvement of reporting and tracking capabilities.
• Support event partners and society operations, including contracts, invoices, meeting preparation and troubleshooting.
• Independently manage complex supplier and contract administration activities, ensuring compliance, issue resolution and effective stakeholder coordination across multiple vendors and markets.
• Identify, recommend and implement process improvements, contributing to the development of operational best practices and scalable event management solutions across EMEA.
• Support vendor onboarding and contract administration through Aravo and Ariba.
• Coordinate event materials planning, forecasting and operational logistics, ensuring timely delivery and resolution of supplier-related issues.
• Contribute to the design, implementation and optimization of operational processes supporting the EMEA events strategy.
• Handle frequent communication and problem-solving with partners and the EMEA team in English, both written and spoken.

Skills, Knowledge & Expertise

• Strong Excel proficiency for budget tracking and reporting across markets
• Exceptional organizational, prioritization and project management skills
• Ability to work cross-functionally with individuals at all levels of the organization and understand their needs and motivations
• Ability to manage numerous projects simultaneously in a fast-paced environment
• Excellent written and verbal communication skills
• Negotiation skills with suppliers and service providers
• Strong team orientation and ability to work with different stakeholders at the same time
• Creative thinker with a can-do attitude and proactive problem-solving skills, combined with strong attention to detail
• Analytical mindset and strong financial coordination skills to review KPIs, optimize budget usage and support event ROI reporting
• Strong IT skills, including Microsoft Office and event-related systems
• Ability to independently assess issues, determine appropriate solutions and establish effective operational approaches for new or complex situations
• Demonstrated experience identifying process improvement opportunities and implementing sustainable operational solutions

• University degree in Marketing, Events, Communications or a related field
• 4+ years of experience in event operations, event administration or a similar specialist support role, including responsibility for budget coordination, supplier management and process improvement
• Experience in the healthcare device industry is preferred, or experience in an event agency environment
• Strong knowledge of Microsoft Office, especially Excel, and familiarity with Salesforce, CRM platforms, event management tools and SAP is preferred
• Fluency in English is essential; German preferable, additional European languages are an advantage.

Benefits

• Private healthcare Luxmed,
• Multisport card,
• Private insurance,
• Meal vouchers,
• Co-financing of company products,
• Employee Support Program.