Project Assistant (Regional Clinical Education)

Overview
YES | Your Event Solutions, an ALTOUR Company
At YES, we believe in the power of live experiences to connect people, inspire action, and move businesses forward. As a leading global meetings and events agency, we don’t just plan events, we craft extraordinary moments that align audience emotion with business strategy.
We’re building a team of ambitious, curious, and creative professionals who thrive on collaboration and challenge. From global conventions to high-impact training sessions, our work is diverse, fast-paced, and deeply rewarding.
As part of the ALTOUR family and backed by over 1,000 industry professionals worldwide, YES combines the spirit of a dynamic agency with the strength and innovation of a global leader.
Our culture is built on continuous improvement and mutual empowerment - where ideas are welcomed, development is championed, and success is shared. Whether delivering in-person, virtual, or hybrid experiences, we’re united by a single goal: to help our clients connect with their audiences in unforgettable ways.

Responsibilities
JOB OVERVIEW:
We are seeking a highly organised and proactive Regional Clinical Education Project Assistant to join our dynamic team. In this role, you will support the end-to-end planning and delivery of Clinical Education events across EMEA, playing a key role in executing high-quality face-to-face and virtual programmes that support healthcare professional education.
You will collaborate closely with external vendors and regional clients to ensure seamless event experiences that meet both logistical and compliance standards. This role offers broad exposure to all aspects of clinical event delivery, from venue sourcing and budget tracking to delegate management and post-event reporting, while being mentored by experienced senior team members.
Proficiency in a European language such as German or Spanish is desirable and would be considered an advantage.

Event Lifecycle Management

• Provide end-to-end planning and execution of regional clinical education events, including venue sourcing, budget creation, logistics coordination, and on-site or virtual delivery.
• Work on pre-event activities such as supplier sourcing, documentation preparation, and delegate logistics (registration, travel, special requests).

Client & Stakeholder Engagement

• Act as the primary point of contact for regional client stakeholders, supported by senior team members, and maintain regular communication through reports, email, and calls.
• Build strong relationships by ensuring transparency, responsiveness, and alignment throughout the event lifecycle.
• Deliver excellent customer service to delegates before and during events as needed.

Strategic & Campaign Planning

• Retrieve regional ClinEd event calendars, manage and upload face-to-face and virtual campaigns into the client’s event management system.
• Implement real-time event adjustments, troubleshoot with the support of Senior team members, and ensure strategic coordination and attention to detail in campaign execution.
• Build pre- and post-event surveys, track attendance, and monitor campaign status.

Venue Sourcing & Compliance

• Research, evaluate, and present venue options that meet EMEA pharmaceutical compliance requirements.
• Propose creative venue solutions and obtain appropriate internal and external approvals.

Budgeting & Financial Oversight

• Create and maintain detailed event cost sheets, tracking expenses from initial estimates through final reconciliation.
• Manage service contracts, purchase orders, and payment processes in close collaboration with the finance team.

Supplier & Vendor Coordination

• Build and manage relationships with suppliers and vendors to ensure accurate and timely delivery of services.
• Negotiate terms to optimise costs, secure commissions, and drive profitability.

Marketing & Communication

• Draft and manage event-related communications in line with brand guidelines and compliance standards.
• Create marketing kit orders for educational events using the client’s ordering system.
• Provide weekly regional event and campaign reports to internal and client stakeholders.

Continuous Improvement

• Contribute ideas for improving event processes, tools, and strategies.

Learning & Development

• Work closely with Senior team members to build skills and knowledge in clinical event management.
• Attend team meetings, training sessions, and shadow senior staff to develop a deeper understanding of operational, client, and compliance needs.

Qualifications

• Strong organisational skills with excellent attention to detail and the ability to manage multiple tasks and deadlines with precision and minimal oversight.
• Proficiency in a European language such as German or Spanish is desirable and would be considered an advantage.
• Excellent written and verbal communication skills; confident engaging with internal teams, clients, vendors, and delegates.
• Proactive and solutions-oriented, with the ability to stay calm under pressure and resolve challenges efficiently.
• Basic understanding of budgeting and financial tracking; able to build cost sheets from supplier proposals (across multiple currencies), process invoices, and support reconciliations—with guidance and willingness to learn financial processes.
• Proficient in Microsoft Office and comfortable using digital tools for event registration and communication; experience with Salesforce is an advantage.
• Ability to work independently and collaboratively within a cross-functional team and shared inbox environment; open to feedback and committed to team success.
• Understanding (or willingness to learn) of EMEA healthcare compliance and approval processes relevant to event planning.
• Flexible and adaptable, with the ability to manage shifting priorities and last-minute changes in a fast-paced setting.
• Professional demeanour with a strong service mindset, particularly in interactions with healthcare professionals and clients.
• Willingness to travel internationally for on-site event support, with flexibility to work evenings and weekends when needed.
• Some experience supporting or coordinating face-to-face and virtual events, with a focus on logistics, timelines, and execution.

Pay And Benefits

• Competitive salary and incentive opportunities
• 25 days annual leave plus bank holidays
• Hybrid working options
• Medicash Health Plan
• BUPA Dental Plan
• Life assurance
• Employee Assistant Programme
• Hotel Agent Rates access
• FAM trips and supplier dinners
  Many factors, such as years of experience, geographical location, budget etc. are considered when determining the starting rate of pay. If the job posting indicates that the role is available for international candidate consideration, the salary range will be based on the local market for the country where the candidate would be working.
  This role may be eligible for an incentive, commission, bonus, or a discretionary bonus program based on the company’s financial goal achievement and individual performance.
  Internova Travel Group is an Equal Opportunity Employer. We make employment decisions without regard to age, race, religion, national origin, gender, disability, veteran status, genetic information, sexual orientation and gender identity or any other protected class.