Job Description

We are a fast-growing, innovative aesthetic biotech company looking for a highly organized and proactive Central KOLM specialist In this role, you will serve as the operational backbone of the central KOL Management function, reporting directly to the Director of KOLM.

You will be the "right hand" to the Director, ensuring the strategy is executed flawlessly through rigorous project tracking, administrative excellence, and systems management. This is a hybrid role blending operational support (contracting, compliance, agenda management) with tactical execution (AdBoard logistics, CRM management, and internal communication).

This is an exciting opportunity for a detail-oriented professional who thrives in a dynamic scale-up environment and wants to gain exposure to high-level Medical Affairs strategy.

Key Responsibilities

Your responsibilities will include, but not be limited to:

1. Operational & Administrative Excellence

• Contracting & Compliance: Manage the end-to-end process for KOL consultancy agreements, including drafting Request for Services (RFS), ensuring Fair Market Value (FMV) compliance, and tracking contract status through legal and finance channels.

• Director Support: Assist the Director of KOLM with agenda management, prioritizing incoming requests, and preparing materials for high-level meetings.

• Inquiries Management: Act as the first point of contact for standardized internal queries regarding KOL engagement processes, tiering status, or engagement history.

• Finance Tracking: Process invoices, track budget spend against specific KOL projects, and ensure timely payments to external experts.

2. Project Management & AdBoards

• Event Coordination: Lead the logistical and operational planning for Central Advisory Boards and Expert Meetings (virtual and in-person). This includes invitations, travel coordination (with agencies), and on-site support.

• Project Tracking: Maintain a central dashboard of all ongoing KOL engagements and Medical Affairs projects to ensure timelines are met and deliverables are tracked.

• Congress Support: Assist in organizing KOL schedules and activities during major aesthetic congresses (e.g., IMCAS, AMWC).

3. CRM & Data Management

• System Stewardship: Serve as the primary administrator for our dedicated KOL CRM system. Ensure data integrity by regularly updating KOL profiles, interactions, and insights collaborating with the local heads of MA.

• Reporting: Generate monthly reports on KOL engagement metrics (share of voice, frequency of interaction) to support the Director a/o CMA in strategic decision-making.

• User Support: Assist local affiliates with basic CRM troubleshooting and ensure they are inputting data correctly.

4. Communications & Knowledge Sharing

• Internal Newsletter: Support the creation and distribution of the internal "KOLM Newsletter", gathering updates from regional teams to highlight wins and best practices.

• Scientific Dissemination: Manage the compliant distribution of new publications, clinical data, and press releases to the global KOL list.

• Asset Management: Ensure the internal Medical Affairs SharePoint/Hub is up to date with the latest KOL bios, photos, and engagement/development plans.

Qualifications & Requirements

Education & Experience:

• Bachelor’s degree in Life Sciences, Business Administration, or Communications. Medical background is a plus.

• 2-4 years of experience in the pharmaceutical, biotech, or medical device industry (aesthetic experience is a plus).

• Experience in Medical Affairs operations, executive support, or project management is highly preferred.

• Familiarity with HCP compliance regulations (e.g., Sunshine Act, EFPIA, FMV) is a strong advantage.

• Fluent in English, both written and spoken.

Skills & Competencies:

• Organizational Wizardry: Ability to manage multiple workflows, contracts, and deadlines simultaneously without letting details slip.

• Tech-Savvy: Proficiency in Microsoft Office (Excel, PowerPoint) is essential. Experience with CRM systems is highly desirable.

• Communication: Excellent written and verbal communication skills in English. Able to draft professional emails to high-profile doctors.

• Agility: Comfortable working in a "scale-up" environment where processes may be built from scratch and priorities can shift rapidly.

• Service Mindset: A "can-do" attitude with a focus on supporting the team and internal stakeholders.

Other information

This position can be based anywhere in Spain, UK, Poland or Italy, with a remote/hybrid working model.

Why should you join our team?

• Impact: As a key member of our local team, you'll have the unique chance to shape and strengthen our presence in this vital market.

• Continuous development: We are committed to fostering your professional growth through ongoing training and development opportunities, ensuring you have the resources and support needed for continuous learning and success.

• Entrepreneurial Environment: Join a global, inclusive team where innovation and creativity are actively encouraged, empowering you to make a meaningful impact.

• Remote-friendly position: We believe a flexible work environment is only attainable by building strong relationships based on trust with our employees.