Job Description

JOBSUMMARY:

The Marketing Operations Specialist Germany enables efficient, compliant and high-quality marketing execution across the Germany marketing organization by providing operational support in budget tracking, vendor/procurement processes, request intake/prioritization, marketing project coordination, and marketing asset/material operations The role ensures transparency, structure and speed in day-to-day marketing operations and supports cross-functional collaboration with internal stakeholders and external partners. The position is based in Munich and reports to the Head of Marketing Germany.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Marketing Operations & Project Enablement

• Support planning and implementation of marketing activities across functions (Brand Marketing, Digital, Congress & Events) through operational coordination and structured follow-up
• Manage a marketing request intake and prioritization process (triage, status tracking, escalation) aligned with local marketing priorities
• Maintain the marketing calendar (key moments, deadlines, launches, congress peaks) and support readiness planning
• Coordinate smaller operational marketing projects independently (e.g., updates of existing materials, coordination of asset refreshes), ensuring consistency with brand guidelines and approved messaging

Budget Tracking & Financial Operations

• Monitor and track the annual marketing budget, maintaining a transparent budget overview and regular reporting (forecast, accruals, spend vs. plan)
• Support invoice/PO tracking and ensure documentation is audit-ready in collaboration with Finance/Controlling

Vendor, Procurement & Contracting Support

• Provide administrative and operational support for vendor setup and procurement processes (e.g., MSAs, SOWs, POs) in collaboration with Legal, Purchasing and Finance
• Maintain an overview of active vendors and scopes, support quality checks of SOWs (deliverables, timelines, cost clarity) and ensure timely processing

Marketing Assets, Materials & Tools (Operational Ownership)

• Coordinate national and regional supply of marketing materials; manage inventory and stock levels to prevent out-of-stock situations
• Monitor expiration dates of materials to ensure compliance with internal SOPs and proper lifecycle management
• Act as a point of contact for internal stakeholders regarding marketing material requests and operational questions; prioritize and escalate where necessary
• Support planning and logistics for marketing materials needed for events/campaigns (e.g., shipments, replenishment, readiness checklists) in collaboration with the Congress & Events team

QUALIFICATIONS/KNOWLEDGE:

Qualifications:

• Commercial apprenticeship or Bachelor’s degree in Business Administration, Marketing, Communications or a related field (equivalent experience considered in lieu of degree)
• Minimum 3 years of administrative/operations experience (marketing operations, office/sales administration, project coordination)
• Minimum 1 year experience supporting marketing activities or working in a marketing-related environment
• Experience in a medical device/pharma/healthcare company is a plus
• German (fluent) and English required; additional languages a plus

Knowledge:

• Strong organizational skills; structured, detail-oriented and reliable with a hands-on mindset
• Ability to handle multiple priorities and deadlines; sound judgment and escalation when needed
• Strong stakeholder communication and service orientation in cross-functional environments
• Solid computer skills including MS Office; experience with SharePoint and basic budget tracking is a plus
• High professionalism and ethical standards; comfortable working within compliance-driven approval environments
  

OTHER:

• Travel is required, up to 20% of the time (including occasional weekend travel to congresses)