Job Description
THE OPPORTUNITY
The Medical Event Specialist is responsible for the operational planning, logistics and administrative execution of medical affairs initiatives and healthcare professional (HCP) engagement activities. Working closely with the Country Medical Leads and Medical Affairs teams, this role ensures compliant delivery of medical initiated email (MIE), medical education symposia, group input meetings, advisory boards and related activities, including Veeva CRM, Veeva Event setup, agreements, vendor coordination, financial processing and SOP-driven documentation for Hong Kong, Malaysia and Philippines.
WHAT YOU WILL DO
Medical Initiated Emails
Support and coordinate operation of MIE as part of the Medical Modernization and Medical Modular Content initiatives.
Liaise among AP Medical Modernization Lead, CMD/CML, country TA lead and legal/ compliance team on the operation of MIE.
Support the execution of country MIE plan in collaboration with country team
Event logistics and operations
Lead and coordinate end-to-end logistics for medical affairs events such as medical education symposia, group input meetings, advisory boards and investigator meetings.
Manage venue selection, supplier/vendor coordination (CROs, event agencies, hotels, AV providers, caterers), travel and accommodation logistics, on-site set-up.
Veeva Events, agreements and SOP compliance
Prepare and manage Veeva Event records and ensure accurate documentation and fulfillment of internal approval procedure in line with company processes.
Draft, review and process speaker agreements, consultant agreements and other contracts as required, ensuring completeness and appropriate approvals.
Implement and monitor SOP-mandated processes for HCP/HCO engagement and document all required approvals and records.
Financial operational support
Coordinate financial processes for events and study-related payments, including honoraria, speaker fees, travel expense pre-approvals, study payment, invoicing and reconciliation.
Work with Finance teams to ensure accurate processing of payments, timely submission of supporting documentation and transparent record-keeping for audit and reporting.
Monitor event and study budgets and provide post-event or study payment milestone expense reconciliations and summaries.
Administrative support
Provide day-to-day administrative support to the Medical Affairs team and Country Medical Lead (scheduling, travel bookings, expense reports, document management).
Prepare meeting minutes, event reports, post-event evaluations and other documentation to capture scientific and operational outcomes.
Maintain centralized filing of event documentation, approvals, SOPs and vendor contracts.
Compliance and quality assurance
Ensure all event-related activities comply with company policies, local regulations and industry codes and internal SOPs.
Support internal audits and transparency reporting requirements by preparing and providing accurate event documentation.
Identify process gaps and propose practical improvements to strengthen operational compliance and efficiency
WHAT YOU MUST HAVE
Bachelor's degree in Life Sciences, Healthcare, Event Management, Business Administration or a related field.
2–5 years’ experience in event operations or medical affairs support, preferably within the pharmaceutical/biotech industry or medical communications agency.
Practical experience with CRM/event management systems; prior experience with Veeva strongly preferred.
Knowledge of HCP engagement rules, local medical compliance requirements and industry codes.
Experience handling financial reconciliations, invoicing and vendor contracting.
Skills and competencies:
Strong project and operational planning skills with attention to detail and ability to manage multiple concurrent events.
Excellent communication and stakeholder management skills; ability to work with cross-functional teams (Medical Affairs, Legal, Finance, Commercial, external vendors).
Strong expertise in operating multiple CRM, review and finance systems.
High level of integrity and commitment to compliance and quality.
Good organizational and administrative skills; proficient in MS Office (Outlook, Word, Excel, PowerPoint).
Problem-solving mindset and ability to perform under tight timelines and changing priorities.
Fluent in English (written and spoken).
Required Skills:
Accountability, Accountability, Administrative Support, Business Intelligence (BI) Reporting, Clinical Project Management, Communication, Contract Management, Event Management, Interpersonal Communication, Knowledge Management, Logical Thinking, Medical Affairs, Medical Communications, Medical Knowledge, Medical Literature Review, Medical Teaching, Medicines Australia Code of Conduct, Messaging Platforms, Planning Operations, Post Event Analysis, Scientific Exchange, Scientific Literature Search, Stakeholder Management, Standard Operating Procedure (SOP) Management, Systems Management {+ 4 more}Preferred Skills:
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Search Firm Representatives Please Read Carefully
Merck & Co., Inc., Rahway, NJ, USA, also known as Merck Sharp & Dohme LLC, Rahway, NJ, USA, does not accept unsolicited assistance from search firms for employment opportunities. All CVs / resumes submitted by search firms to any employee at our company without a valid written search agreement in place for this position will be deemed the sole property of our company. No fee will be paid in the event a candidate is hired by our company as a result of an agency referral where no pre-existing agreement is in place. Where agency agreements are in place, introductions are position specific. Please, no phone calls or emails.
Employee Status:
RegularRelocation:
VISA Sponsorship:
Travel Requirements:
Flexible Work Arrangements:
Not ApplicableShift:
Valid Driving License:
Hazardous Material(s):
Job Posting End Date:
11/28/2025*A job posting is effective until 11:59:59PM on the day BEFORE the listed job posting end date. Please ensure you apply to a job posting no later than the day BEFORE the job posting end date.