Events and Travel Coordinator

Medispharm Drugstore sarl

Plan, organize, and execute local and international events, including congresses, round tables, workshops, standalone meetings, trainings, internal events, and corporate gatherings.

Prepare detailed event plans, timelines, checklists, and action plans to ensure proper follow-up and execution.

Coordinate event requirements from concept to completion, including venue, setup, agenda, registrations, travel, accommodation, materials, and suppliers.

Monitor event execution on-site and resolve any operational or logistical issues efficiently.

Travel independently when required to prepare and oversee international events and ensure smooth on-ground execution.

Work closely with internal departments, including Medical, Sales, Finance, Logistics, HR, and Marketing, to ensure alignment on event objectives, requirements, budgets, and timelines.

Coordinate with product managers and relevant teams to ensure that event materials, branding, and product-related requirements are properly prepared.

Follow up with internal stakeholders to ensure all deadlines are respected before, during, and after each event.

Handle all travel arrangements, including ticketing, hotel bookings, transportation, insurance when needed, and visa issuance for employees, doctors, speakers, and participants.

Register participants in local and international events and ensure proper follow-up on confirmations, requirements, deadlines, and documentation.

Provide direct support to the CEO and General Manager in handling business travel arrangements, including ticketing, hotel bookings, transportation, and visa issuance.

Ensure all travel plans are accurate, cost-effective, and properly communicated to concerned parties.

Source suppliers, request quotations, compare offers, and negotiate competitive rates for flights, hotels, venues, transportation, booths, production, printing, giveaways, and event services.

Prepare and follow up on event budgets, ensuring adherence to approved costs.

Coordinate with the Finance Department on payments, supplier invoices, advances, settlements, and budget tracking.

Maintain a database of trusted suppliers, hotels, venues, travel agencies, and service providers.

Manage marketing materials related to different product lines, including storage, inventory tracking, distribution, and shipment to event locations.

Ensure timely delivery and proper setup of booths, banners, promotional materials, giveaways, and other event-related items.

Coordinate with the warehouse, logistics team, and marketing team to ensure materials are available, organized, and properly dispatched.

Keep updated records of available materials, quantities used, and items that need replenishment.

Ensure that all events reflect MedisPharm s corporate image, brand standards, and professional identity.

Propose and develop creative ideas and concepts to enhance event impact, participant experience, and company visibility.

Support in creating a positive and memorable experience for doctors, speakers, employees, and guests.

Coordinate with designers, printing houses, booth suppliers, and other partners to ensure proper visual execution.

Ensure all event-related activities are compliant with company policies, industry standards, internal procedures, and relevant ethical guidelines.

Maintain proper documentation for each event, including quotations, approvals, participant lists, travel details, invoices, budgets, and post-event reports.

Ensure confidentiality and professionalism when handling doctors data, employee travel details, and senior management arrangements.

Collect feedback from participants, internal teams, and stakeholders after each event.

Prepare post-event reports including attendance, outcomes, challenges, recommendations, and budget analysis.

Identify areas for improvement and propose solutions for future events.

Ensure all pending payments, material returns, and documentation are finalized after each event.

Strong organizational and multitasking skills.

Excellent follow-up and attention to detail.

Strong communication and coordina