Work mode: Hybrid

Onsite Location(s):Istanbul, TR

Ministry of Health Management & Marketing Support

About the role:
Primary focus of this role is delivering excellent service and superior customer satisfaction to Growth Emerging Market (GEM) organization and Ministry of Health (Mo H) Registration Management. Business Support Specialist GEM is responsible for partnering with GEM Marketing team by providing complex administrative and organizational support to the business teams and to the international congresses and meetings. As the main point of contact for the business, internal & external customers, agencies and other functions, Business Support Partner is working with autonomy, under limited supervision with general instructions given on new assignments, always in compliance with internal policies, guidelines, and procedures.


Key responsibilities:

Event Registration Management

• Coordinating the registration of HCPs for scientific and educational events, including gathering participants details, verifying eligibility, and ensuring compliance with annual attendance limits.
• Overseeing the submission of initial event notification, including event agenda, invitation letters, participant lists, and necessary financial documentation, to the Mo H as well as managing the documentation pre and post event.
• Maintain clear records of participant sponsorships to ensure adherence to Mo H guidelines on frequency and sponsorship limits per HCP.
• Act as the primary liaison with the Mo H for audits related to HCP event attendance and compliance.
• Conduct regular internal reviews to ensure event processes align with Mo H regulations, taking corrective action as needed to maintain compliance.
• Collaborate with internal teams, including legal, finance, and event planning, to align event registration processes with corporate policies and regulations.
• Educate event organizers and relevant departments on Mo H requirements and compliance protocols to ensure understanding and adherence.

Business Support Specialist

• Coordinating internal documents flow required for HCP (Health Care Professionals) interactions according to compliance requirements (Request management including HCP contract management/invitations letters. Etc.)
• Lead organization and logistic arrangements for Regional events and GEM trainings & meetings (booking flights, hotels and restaurants, handling registrations, maintaining a regular exchange with participants to keep them informed and coordinating on-site events and contracts).
• Partner with commercial colleagues, meetings/trainings organizers and/or external agencies to understand the required actions for specific events.
• May collaborate with other Business Support team members (according to country specific rules & regulations within GEM) on internal meetings and events if needed.
• Attends selected events to ensure that details associated with participants, lodging, equipment needs, guest speakers and agendas are attended to and that problems are corrected.
• PO and invoice handling – payment and invoice status follow up.
• Support to spend and budget tracking.
• Perform general administrative & marketing activities: business-related files and database maintenance, order/maintain supplies, demos & brochures request, shipping and storage control, digital materials, etc.
• Internal & External Audit support.
• Reference contact person for GEM Sales & Mkt teams and international customers - obtain/provide information, answer queries related to established policies and procedures. Direct people to the appropriate resource.
• As part of a team, provides support and collaborate with Business Support members when needed.
• Manages work in a confidential manner, ensuring information is shared with internal and external individuals in an appropriate manner.

Requirements:

• At least 1 year of experience in similar role in service/ support-oriented role preferably in a medical device company.
• Experience in meetings and events planning & organization will be a plus.
• Knowledge of healthcare regulations, related to Mo H policies for HCP event participation will be a plus.
• Ability to work within an international environment and in the matrix organization.
• Highly organized – time management and prioritization skills.
• Self-starter with excellent interpersonal and communication skills, able to communicate efficiently at all levels.
• High attention to detail.
• Problem solving skills.
• Able to work independently and be part of the team.
• Advanced level in use of Microsoft Office (Outlook, Power Point, Word, Excel).
• Fluent English and Turkish language knowledge (written and spoken).
• Digital tools knowledge will be valued.
• Travel for Events/Meetings (on-site support) – UP TO 10%.

We offer:

• Hybrid working mode – 2 days’ work from home.
• Working in the international, innovative environment and highly innovative products.
• Diverse culture with a focus on personal development and continuous improvement.
• Well-designed & effective Trainings plans.
• Career opportunities like mentoring, coaching and stretch assignments, with strong international exposure.
• Benefits: Medical Insurance, Life Insurance, Corporate Pension Plan, Lunch Allowance, Transportation Allowance.