Event Coordinator

Department Info

At Terumo Interventional Systems, we constantly work to refine and perfect our products so that interventionalists can do more. That is why we support great thinking that pushes back the boundaries of our field.

We are committed to innovation that embraces intricacies and complexities. Our exceptional tools and education programs empower physicians with the confidence they need to perform ever-more challenging procedures and spark progress.

Job Summary

The EMEA Event Coordinator organizes and coordinates participations to tradeshows and scientific meetings. You are in charge of the budget, planning and communication and liaise closely with the business in defining the content and agenda of events. You follow-up all contractual administration and make sure all regulatory compliance is met. You manage the stock and inventory of all relevant promotional and marketing materials from our Paris office. 

Ideally your are located in the Paris area, or close to our HQ in Leuven, Belgium. 

Job Responsibilities

We are looking for a dynamic and highly organized Event Coordinator to join our team and play a key role in organizing and executing high-impact events across the EMEA region. In this role, you will be at the heart of ensuring the success of tradeshows, scientific meetings, and advisory boards, while supporting the communication efforts that keep our internal and external stakeholders informed and engaged.

Key Responsibilities:

Event Coordination & Support

• Lead the full organization of EMEA tradeshows and scientific meetings (such as advisory boards), including booth arrangements, scheduling, registrations, accommodations, and travel logistics for key opinion leaders (KOLs).
• Manage all booth logistics, dinner meetings, meeting room arrangements, and invitation processes to ensure smooth execution.
• Serve as the direct point of contact with suppliers to secure high-quality services that reflect our brand positioning.
• Provide onsite support during events (travel required up to 5 times/year).
• Oversee event communication by updating relevant information on the Terumo Interventional Systems Communication Site and managing the internal approval processes of programs.
• Maintain and update the event section on the Terumo Interventional Systems Intranet.
• Create and manage electronic surveys to evaluate the success of tradeshows, gathering feedback from both internal and external stakeholders.
• Report on event statistics and ensure all events are delivered within the approved budget.

Branding & Consistency

• Ensure that all events and workshops are aligned with Terumo Interventional Systems branding and Terumo Learning Edge guidelines.
• Guarantee consistency across all event communication materials, and regularly update templates to meet local needs.

Compliance & Documentation

• Keep the team informed of compliance rule changes related to events.
• Provide required documentation for local authorities' declarations and VISA requests.
• Coordinate educational grant allocations with congress organizers to support the participation of healthcare professionals in key events.

Additional Responsibilities

• Assist in the administration of Purchase Orders (POs), and Delivery Notes (DNs) for various projects.
• Support budget preparation and provide expense tracking and reporting as needed.

This is an exciting opportunity for an individual who thrives in a fast-paced, collaborative environment and is passionate about creating seamless and impactful event experiences. We value diversity and are committed to building an inclusive environment where everyone feels empowered to contribute their unique perspectives.

If you're an organized multitasker with excellent communication skills and a knack for event coordination, we’d love to hear from you!

Profile Description

•    Bachelor’s Degree preferred or equivalent through experience  
•    3 years working experience in a similar position
•    Practical knowledge and experience on medical devices is an asset
•    Able to work effectively as part of a team to reach the common goals.
•    Able to work independently and accurately. Takes on tasks and responsibilities on own initiative.
•    Customer oriented, builds positive rapport and effective long-term relationships with internal and external clients.
•    Fluent in English (written and spoken) 
•    Flexible in (inter)national travelling 

Offer

Join our dynamic team in a globally recognized medical device company and immerse yourself in an international atmosphere where innovation thrives. We value work-life balance, offering the flexibility to work from home to enhance your professional and personal harmony.

As a key player in our organization, you'll receive competitive compensation, local benefits, and the opportunity to contribute to a company culture that prioritizes personal development. We pride ourselves on being a financially stable organization, providing a secure foundation for your career.

Embrace the benefits of remote work while enjoying professional growth opportunities within a collaborative and supportive environment. Your skills will be rewarded with a competitive salary as you contribute to shaping the future of our internal communication and engagement strategies. Join us and be a part of a company committed to both your success and our collective advancement.

Contact Person

Lukas Uytterhaegen - Talent Acquisition Business Partner EMEA