Congress Support Specialist

Congress Support Specialist

Location: Sant Cugat del Vallès, ES

Type of Contract: Temporary full time

Area: MARKETING

Number of requisition: 539559

Would you like to join an international team working to improve the future of healthcare? Do you want to enhance the lives of millions of people? Grifols is a global healthcare company that since 1909 has been working to improve the health and well-being of people around the world. We are leaders in plasma-derived medicines and transfusion medicine and develop, produce and market innovative medicines, solutions and services in more than 110 countries and regions.

We believe that diversity adds value to our business, our teams and our culture. We are committed to equal employment opportunities that foster an inclusive environment.

Mission

The Temporary Congress Support Specialist will provide operational, logistical, administrative, and financial support to the Congress Manager responsible for planning and executing 10+ major international healthcare congresses across Europe. This role assists with vendor coordination, compliance tasks, documentation preparation, booth logistics, and cross-functional communication to ensure flawless congress execution. The position requires exceptional organization, attention to detail, cross-functional collaboration, and comfort working with stakeholders across multiple time zones.

What your responsibilities will be

Execute internal purchase, financial and administrative tasks related to commercial congresses

• Request or create Purchase Orders (POs).
• Follow up on invoices with Finance and ensure TAX certificates are collected.
• Support legal review and contract signature processes when required.
• Maintain financial trackers for each congress.
• Assist with vendor onboarding and document collection.
• Support preparation of EFPIA reconciliation documents.

Assist with congress planning, communication and execution

• Assist with sponsorship negotiation and allocation processes for upcoming congresses.
• Maintain compliance checklists and support documentation for promotional and non-promotional activities.
• Communicate effectively with organizations, vendors, and internal stakeholders as needed.
• Coordinate information flow between marketing, medical, procurement, finance, and compliance teams.
• Provide support for booth design and related processes.
• Coordinate extra congress services (e.g., catering, badge scanning, hostesses, audiovisual, materials).
• Assist with GV management tool, including rooming list management.

Prepare pre and post congress activities

• Prepare onsite support kits and shipment lists, track deliveries.
• Maintain updated checklists for each congress with the latest information.
• Update Teams congress channel with relevant details.
• Create comprehensive roadbooks for each congress.
• Launch and manage feedback forms post-event. Assist with briefing and debrief presentations.

Who you are

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, education, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• You have 1 - 3 years of experience supporting events, congresses, trade shows, or marketing operations (pharma preferred).
• Familiarity with European congress environments and industry regulations.
• Strong administrative and organizational skills with exceptional attention to detail.
• Ability to manage multiple tasks and deadlines across time zones.
• Excellent written and verbal communication skills for vendor and internal stakeholder coordination.
• Advanced English and Spanish level, both written and spoken
• Proficiency with Microsoft Teams, Excel, PowerPoint, SharePoint, and project-ma

What we offer

It is a brilliant opportunity for you, Grifols is fully aware that its employees are one of its major assets. We are committed to maintaining an atmosphere that encourages all our employees to develop their professional careers in an excellent working environment.

Flexibility for U Program: Hybrid model

Flexible schedule: Monday - Thursday 7-10 a 16-19h and Friday 8-15h.

Benefits package

Contract of Employment: Temporary position

Location: Sant Cugat del Vallès.