[Hiring] Associate, Exhibits and Sponsorships @Vaniam Group LLC

Role Description

As our Associate, Exhibits and Sponsorships on the Bio Ascend team, you will support the Bio Ascend business development operations, including sponsorships and educational grant proposals and strategy. You will also provide support for IME and CME activities as they are funded by sponsorships and educational grants. You will be expected to liaise between internal teams and clients where necessary in collaboration with leadership.

A Day in the Life

• Obtain grant funding for CME/IME activities as directed
• Obtain sponsorship, exhibit, advertising, and ancillary funding for activities as directed
• Facilitate sponsorship campaigns and maintain sponsor prospectus for each conference
• Investigate congress and client timelines for ongoing proposal submissions
• Develop, maintain, and execute comprehensive medical education plans for assigned therapeutic areas
• Stay abreast of emerging compliance, regulatory, and CME trends
• Initiate and track Letter of Agreement status with sponsors and Bio Ascend leadership
• Request appropriate invoices with Vaniam Finance team, track invoice history, and alert program manager of past due invoices
• Request and track assets for virtual and live exhibits
• Demonstrate functional knowledge of medical education guidelines including ACCME, OIG, PhRMA, FDA, etc.

AI Integration

• Leverage approved AI tools to improve productivity, efficiency, and quality of work.
• Identify opportunities to streamline workflows and enhance decision-making through AI-enabled solutions.
• Ensure all AI-generated outputs are reviewed for accuracy, confidentiality, and compliance.
• Stay current with emerging AI tools and best practices to drive continuous improvement and innovation.

Client Responsibility

• Develop client and pipeline profiles to inform business development initiatives
• Track and communicate evolving client metrics including clinical, regulatory, and commercial factors for potential client connectivity
• Assist in setup of regular status meetings with clients as necessary
• Enter educational grant submissions into portals as necessary
• For CME/IME activities, manage the internal team including medical writers and grant submitters to ensure grants move through the submission process smoothly
• Track progress of proposals against established timelines
• Develop proposals, statements of work, and provide timely follow-up to client requests
• Maintain all sponsorships within the CRM system and pull reporting on a regular basis to share with leadership

Internal Responsibility

• Work in collaboration with team to ensure all sponsorship benefits are achieved
• Prepare a budget within established guidelines
• Remain up-to-date on accreditation criteria, standards, and regulatory requirements
• Support and execute project management duties
• Assist program managers with the learning management system and associated tasks

Business Development

• Identify new business sales opportunities and establish new relationships through interaction with key players at targeted pharmaceutical, biotechnology, and CRO clients
• Continuously examine and improve existing Bio Ascend business development processes including capability slide decks and organizing resources for grant submissions
• Participate in periodic updates to management and Business Development team of activities among assigned accounts, including urgent and important issues
• Represent Bio Ascend business development initiatives at key congresses
• Implement and leverage tools to supplement business development efforts for Bio Ascend
• Other duties may be assigned to help drive deliverables within this role.

Qualifications

• Bachelor's degree
• Working knowledge of digital marketing

Requirements

• Understanding of Bio Ascend offerings and ability to describe them to current and potential clients, faculty, and healthcare provider attendees
• Awareness and knowledge of relevant legal/regulatory requirements governing pharmaceutical industry activities
• Technical expertise including Outlook, Excel, PowerPoint, and other internal communication and project planning tools
• Ability to communicate clearly and work collaboratively in a dynamic, virtual environment
• Strong interpersonal skills, with the ability to interact effectively and professionally at all levels within the organization and with pharmaceutical and other clients
• Excellent oral and written communication skills, including the ability to provide clear direction and set expectations
• Demonstrated ability to prioritize and plan work activities and meet tight deadlines
• Ability to respond well under pressure and remain flexible
• Results-oriented with a commitment to accountability
• Strong organizational and time management skills
• Sense of urgency to obtain results
• Strong customer service focus; looks for above and beyond solutions

Benefits

• 100% remote environment with opportunities for local meetups
• Positive, diverse, and supportive culture
• Passionate about serving clients focused on cancer and blood diseases
• Investment in you with opportunities for professional growth and personal development through Vaniam Group University
• Health benefits – medical, dental, vision
• Generous parental leave benefit
• Focused on your financial future with a 401(k) plan and company match
• Work-life balance and flexibility
• Flexible time off policy for rest and relaxation
• Volunteer time off for community involvement
• Emphasis on personal wellness
• Virtual workout classes
• Discounts on tickets, events, hotels, childcare, groceries, etc.
• Employee assistance programs