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Position Summary

The Meeting Planning Operations Specialist supports the execution and administration of corporate meeting and events and HCP programs ensuring seamless logistics, financial management, and compliance tracking. This role assists with day-to-day program coordination, vendor interactions, and reporting, while also working closely with the Promotional Medical Education team and other key stakeholders to align operational execution with key business deliverables and HCP speaker engagement strategies.

Key Responsibilities:

Program Coordination & Execution

+ Assist in the execution of HCP events, ensuring logistics run smoothly.

+ Support venue contracting, payment processing, and event documentation for HCPs and attendees.

+ Ensure all program-related data is accurately captured and reported.

Collaboration with Cross-Functional Partners

+ Partner with the Promotional Medical Education team to ensure smooth coordination of HCP events and activities.

+ Maintain accurate records of HCP engagement and performance insights.

+ Ensure consistent communication between the HCP, Speaker Bureau and broader KOL engagement initiatives.

+ Partner with finance and procure to manage contracts, SOW, budget and invoice reconciliations and payments.

+ Partner with Otsuka Stakeholders and Requestors of Service to support, plan, and execute corporate, departmental, and field meetings and events logistics.

Compliance & Documentation

+ Maintain contracts, SOWs, event records, and compliance documentation.

+ Ensure all engagements comply with company policies and industry regulations.

+ Assist in the preparation of compliance audits and reporting.

Reporting & Insights

+ Track event attendance, and budget adherence, providing regular reports.

+ Support the development of dashboards and analytics tools to measure program success.

+ Identify opportunities for process improvements in meeting and events execution.

Qualifications & Experience

Required:

+ Bachelor’s degree in Business, Marketing, or a related field.

+ 3-5 years of experience in operations, event management, or HCP engagement support.

+ Strong attention to detail and ability to manage multiple projects simultaneously.

+ Familiarity with contracting, budget tracking, and compliance requirements.

+ Proficiency in event management platforms (e.g., Cvent, Veeva Vault, or similar tools).

Preferred:

+ Experience in the pharmaceutical or biotech industry.

+ Strong organizational and problem-solving skills.

Competencies

**Accountability for Results -** Stay focused on key strategic objectives, be accountable for high standards of performance, and take an active role in leading change.

**Strategic Thinking & Problem Solving -** Make decisions considering the long-term impact to customers, patients, employees, and the business.

**Patient & Customer Centricity -** Maintain an ongoing focus on the needs of our customers and/or key stakeholders.

**Impactful Communication -** Communicate with logic, clarity, and respect. Influence at all levels to achieve the best results for Otsuka.

**Respectful Collaboration -** Seek and value others’ perspectives and strive for diverse partnerships to enhance work toward common goals.

**Empowered Development -** Play an active role in professional development as a business imperative.

Come discover more about Otsuka and our benefit offerings; https://www.otsuka-us.com/careers-join-otsuka .

Disclaimer:

This job description is intended to describe the general nature and level of the work being performed by the people assigned to this position. It is not intended to include every job duty and responsibility specific to the position. Otsuka reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.

Otsuka is an equal opportunity employer. All qualified applicants are encouraged to apply and will be given consideration for employment without regard to race, color, sex, gender identity or gender expression, sexual orientation, age, disability, religion, national origin, veteran status, marital status, or any other legally protected characteristic.

If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation, if you are unable or limited in your ability to apply to this job opening as a result of your disability. You can request reasonable accommodations by contacting Accommodation Request ([email protected]) .

Statement Regarding Job Recruiting Fraud Scams

At Otsuka we take security and protection of your personal information very seriously. Please be aware individuals may approach you and falsely present themselves as our employees or representatives. They may use this false pretense to try to gain access to your personal information or acquire money from you by offering fictitious employment opportunities purportedly on our behalf.

Please understand, Otsuka will **never** ask for financial information of any kind or for payment of money during the job application process. We do not require any financial, credit card or bank account information and/or any payment of any kind to be considered for employment. We will also not offer you money to buy equipment, software, or for any other purpose during the job application process. If you are being asked to pay or offered money for equipment fees or some other application processing fee, even if claimed you will be reimbursed, this is not Otsuka. These claims are fraudulent and you are strongly advised to exercise caution when you receive such an offer of employment.

Otsuka will also never ask you to download a third-party application in order to communicate about a legitimate job opportunity. Scammers may also send offers or claims from a fake email address or from Yahoo, Gmail, Hotmail, etc, and not from an official Otsuka email address. Please take extra caution while examining such an email address, as the scammers may misspell an official Otsuka email address and use a slightly modified version duplicating letters.

To ensure that you are communicating about a legitimate job opportunity at Otsuka, please only deal directly with Otsuka through its official Otsuka Career website https://vhr-otsuka.wd1.myworkdayjobs.com/en-US/External .

Otsuka will not be held liable or responsible for any claims, losses, damages or expenses resulting from job recruiting scams. If you suspect a position is fraudulent, please contact Otsuka’s call center at: 800-363-5670. If you believe you are the victim of fraud resulting from a job recruiting scam, please contact the FBI through the Internet Crime Complaint Center at: https://www.ic3.gov , or your local authorities.

Otsuka America Pharmaceutical Inc., Otsuka Pharmaceutical Development & Commercialization, Inc., and Otsuka Precision Health, Inc. (“Otsuka”) does not accept unsolicited assistance from search firms for employment opportunities. All CVs/resumes submitted by search firms to any Otsuka employee directly or through Otsuka’s application portal without a valid written search agreement in place for the position will be considered Otsuka’s sole property. No fee will be paid if a candidate is hired by Otsuka as a result of an agency referral where no pre-existing agreement is in place. Where agency agreements are in place, introductions are position specific. Please, no phone calls or emails.