Medical Education Operations Coordinator – LATAM

Buscamos um(a) profissional altamente organizado(a) para ser o(a) responsável pela
operação de Educação Médica na América Latina
, garantindo que cada interação com HCPs e HCOs aconteça de forma estruturada, rastreável e alinhada às políticas internas.

Responsibilities

1 - Medical Education Process Management:

• Own the end-to-end workflow for all Medical Education activities across LATAM.

• Submit activities in internal HCP/HCO systems, ensuring accuracy and deadline adherence.

• Track review cycles, manage approval flows, and proactively follow up with approvers.

• Ensure all documentation, eligibility criteria, and support justifications are complete before activity execution.

2 - Agreements, Contracts & Documentation

• Generate speaker and service provider agreements using internal tools.

• Coordinate the e-signature workflow, track progress, and ensure timely completion.

• Maintain organized, audit-ready records for all MedEd activities (proof of execution, attendance lists, agendas, receipts, etc.).

• Ensure documentation standards comply with internal policies and external expectations for interactions with HCPs/HCOs.

3 - Financial & Administrative Operations:

• Coordinate supplier onboarding and master data setup.

• Request invoices from external providers and ensure alignment with approved budgets.

• Submit payment requests and track progress with Accounts Payable.

• Maintain and update MedEd budgets, trackers, and financial documentation.

4 - Event & Program Logistics:

• Support logistics for peer meetings, speaker programs, workshops, and congress activities.

• Coordinate venues, catering, A/V, travel arrangements, or other service providers as needed.

• Partner with Marketing Operations to secure materials, demos, and event assets.

• Provide operational support for PMs and BD teams during event execution.

5 - Financial Processes & Budget Control

• Maintain accurate records in HCP/HCO interaction systems from initiation to closure.

• Ensure consistency in naming conventions, documentation upload, and field completion.

• Support audit readiness by keeping digital files organized and compliant with company standards.

• Serve as the point of contact for internal teams regarding submission requirements and process clarifications.

6 - Cross-Functional Collaboration

• Collaborate with Product Managers to support speaker selection, honoraria FMV, and event planning.

• Work with Marketing Operations to secure design adaptations, materials, and field support.

• Coordinate with Legal, Finance, Compliance, and global MedEd teams on required documentation and validation.

• Communicate deadlines, missing information, and process requirements to stakeholders to maintain workflow discipline.

Qualifications

• A Bachelor's degree in Business Administration, Marketing, Compliance, or related field with 3+ years of experience in medical education, HCP/HCO process management, pharmaceutical/MedTech operations, or administrative or an equivalent combination of education and experience

• Strong understanding of HCP interaction workflows, documentation standards, and audit requirements (experience in regulated industries strongly preferred).

• High attention to detail, high accuracy and exceptional administrative discipline

• Experience with compliance systems (QuickBase or equivalent preferred)

• Experience with legal systems (Agiloft or equivalent preferred)

• High attention to detail and ability to manage multiple simultaneous requests

• Ability to coordinate vendors and follow structured approval workflows

• Time management and prioritization skills

• Strong communication skills in Portuguese and English (Spanish is a plus).

• Experience handling LGPD-sensitive data preferred.

• Proficiency with Office 365 is required

• Previous work in medical devices, healthcare, or regulated industries

• Familiarity with LATAM cultural and commercial difference

Working Conditions

General office environment. Willingness and ability to work on site. Will have 15% or more travel (across Latin America) including weekends. Requires some lifting and moving of up to 50 pounds. Must be able to move between buildings and floors. Must be able to remain stationary and use a computer or other standard office equipment, such as a printer or copy machine, for an extensive period of time each day. Must be able to read, prepare emails, and produce documents and spreadsheets. Must be able to move within the office and access file cabinets or supplies, as needed. Must be able to communicate and exchange accurate information with employees at all levels on a daily basis.