AMI Coordinator (Contractor - Saudi Nationals)

Job Overview

We are seeking a highly organized and detail-oriented AMI Coordinator (Contractor - Saudi Nationals) to join our dynamic team. In this pivotal role, you will serve as the backbone of our medical education programs and operational initiatives, ensuring seamless execution from planning to completion. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional coordination skills, meticulous attention to detail, and the ability to manage complex logistics while maintaining strict compliance with organizational and regulatory standards.

Key Responsibilities

As an AMI Coordinator, your core responsibilities will encompass the comprehensive management of medical education events, workshops, and congresses, as well as supporting critical operational activities. Your duties will include:

• Event Coordination: Oversee the end-to-end planning, execution, and post-event follow-up of medical education programs, ensuring alignment with strategic objectives and stakeholder expectations.
• Travel and Logistics Management: Arrange and coordinate all travel-related logistics, including flights, accommodations, visa processing, ground transfers, and itinerary management for faculty, healthcare professionals (HCPs), and internal teams. Ensure seamless travel experiences while adhering to budgetary constraints.
• Faculty and Speaker Coordination: Manage the entire lifecycle of faculty invitations, registrations, contractual agreements, and ongoing communication. Facilitate the delivery of presentation materials and ensure speakers are fully prepared for their engagements.
• Vendor and Procurement Management: Liaise with vendors to obtain quotations, process purchase orders, validate invoices, and ensure timely delivery of event deliverables. Maintain strong relationships with external partners to secure cost-effective and high-quality services.
• Compliance and Approval Processes: Collaborate closely with compliance, legal, finance, procurement, and medical teams to ensure all activities adhere to regulatory requirements and internal policies. Facilitate the approval of contracts, budgets, and event-related documentation.
• Project and Budget Tracking: Develop and maintain detailed project plans, trackers, and budgets. Monitor financial performance throughout the event lifecycle, providing accurate reporting and conducting post-event reconciliation to ensure fiscal accountability.
• Content and Logistics Support: Coordinate the preparation and distribution of event materials, including presentation decks, handouts, and promotional content. Oversee on-site logistics to guarantee a smooth and professional event experience.
• System and Documentation Management: Utilize company systems such as Salesforce, Veeva Vault, PRISM, and other relevant platforms to document activities, track progress, and generate reports. Ensure all records are accurate, up-to-date, and easily accessible.

Qualifications and Competencies

To excel in this role, you must possess the following qualifications and competencies:

• Education: A Bachelor's degree in Business Administration, Healthcare Administration, Marketing, Event Management, or a related field is required.
• Experience: Minimum of five years of progressive experience in operations, project coordination, medical education, or event management. Prior experience in managing both local and international events, travel logistics, vendor coordination, and procurement is essential.
• Technical Skills: Proficiency in Microsoft Excel and PowerPoint is mandatory. Familiarity with enterprise resource planning (ERP) systems, customer relationship management (CRM) tools, and event management software is a strong advantage.
• Communication Skills: Exceptional written and verbal communication skills in English are required. The ability to liaise effectively with stakeholders at all levels, including senior leadership, is critical.
• Industry Experience: Prior experience within a multinational healthcare or pharmaceutical organization is highly desirable, as it demonstrates an understanding of the unique challenges and regulatory landscape of the industry.
• Core Competencies:
  • Exceptional project and event management capabilities, with a proven ability to deliver results under pressure.
  • Strong organizational skills and an acute attention to detail to ensure no aspect of the event is overlooked.
  • Excellent stakeholder and vendor management skills, fostering collaborative relationships to achieve mutual goals.
  • Capacity to manage multiple priorities and deadlines simultaneously without compromising quality or compliance.
  • Outstanding communication, problem-solving, and execution skills to navigate challenges and drive successful outcomes.
  • Unwavering professionalism, accountability, and a commitment to maintaining confidentiality in all aspects of the role.

If you are a proactive and results-driven professional with a passion for operational excellence and medical education, we invite you to apply for this exciting opportunity to contribute to our mission of advancing healthcare through knowledge and collaboration.