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- Tasks: Support KOL management through project tracking, compliance, and event coordination.
- Company: Fast-growing aesthetic biotech company with an innovative culture.
- Benefits: Remote/hybrid work, continuous development opportunities, and a supportive team environment.
- Other info: Work from anywhere in Spain, UK, Poland, or Italy.
- Why this job: Make a real impact in Medical Affairs while developing your skills in a dynamic setting.
- Qualifications: Bachelor's degree and 2-4 years in pharma or biotech; strong organisational and communication skills.
The predicted salary is between 35000 - 45000 £ per year.
We are a fast-growing, innovative aesthetic biotech company looking for a highly organized and proactive Central KOLM specialist. In this role, you will serve as the operational backbone of the central KOL Management function, reporting directly to the Director of KOLM. You will be the "right hand" to the Director, ensuring the strategy is executed flawlessly through rigorous project tracking, administrative excellence, and systems management. This is a hybrid role blending operational support (contracting, compliance, agenda management) with tactical execution (AdBoard logistics, CRM management, and internal communication). This is an exciting opportunity for a detail-oriented professional who thrives in a dynamic scale‑up environment and wants to gain exposure to high-level Medical Affairs strategy.
Key Responsibilities
- Operational & Administrative Excellence
- Contracting & Compliance: Manage the end-to-end process for KOL consultancy agreements, including drafting Request for Services (RFS), ensuring Fair Market Value (FMV) compliance, and tracking contract status through legal and finance channels.
- Director Support: Assist the Director of KOLM with agenda management, prioritizing incoming requests, and preparing materials for high-level meetings.
- Inquiries Management: Act as the first point of contact for standardized internal queries regarding KOL engagement processes, tiering status, or engagement history.
- Finance Tracking: Process invoices, track budget spend against specific KOL projects, and ensure timely payments to external experts.
- Event Coordination: Lead the logistical and operational planning for Central Advisory Boards and Expert Meetings (virtual and in-person). This includes invitations, travel coordination (with agencies), and on‑site support.
- Project Tracking: Maintain a central dashboard of all ongoing KOL engagements and Medical Affairs projects to ensure timelines are met and deliverables are tracked.
- Congress Support: Assist in organizing KOL schedules and activities during major aesthetic congresses (e.g., IMCAS, AMWC).
- CRM & Data Management System Stewardship: Serve as the primary administrator for our dedicated KOL CRM system. Ensure data integrity by regularly updating KOL profiles, interactions, and insights collaborating with the local heads of MA.
- Reporting: Generate monthly reports on KOL engagement metrics (share of voice, frequency of interaction) to support the Director a/o CMA in strategic decision-making.
- User Support: Assist local affiliates with basic CRM troubleshooting and ensure they are inputting data correctly.
- Internal Newsletter: Support the creation and distribution of the internal "KOLM Newsletter", gathering updates from regional teams to highlight wins and best practices.
- Scientific Dissemination: Manage the compliant distribution of new publications, clinical data, and press releases to the global KOL list.
- Asset Management: Ensure the internal Medical Affairs SharePoint/Hub is up to date with the latest KOL bios, photos, and engagement/development plans.
Qualifications & Requirements
- Bachelor’s degree in Life Sciences, Business Administration, or Communications. Medical background is a plus.
- 2‑4 years of experience in the pharmaceutical, biotech, or medical device industry (aesthetic experience is a plus).
- Experience in Medical Affairs operations, executive support, or project management is highly preferred.
- Familiarity with HCP compliance regulations (e.g., Sunshine Act, EFPIA, FMV) is a strong advantage.
- Fluent in English, both written and spoken.
Skills & Competencies
- Organizational Wizardry: Ability to manage multiple workflows, contracts, and deadlines simultaneously without letting details slip.
- Tech‑Savvy: Proficiency in Microsoft Office (Excel, PowerPoint) is essential. Experience with CRM systems is highly desirable.
- Communication: Excellent written and verbal communication skills in English. Able to draft professional emails to high‑profile doctors.
- Agility: Comfortable working in a "scale‑up" environment where processes may be built from scratch and priorities can shift rapidly.
- Service Mindset: A "can‑do" attitude with a focus on supporting the team and internal stakeholders.
Other Information
This position can be based anywhere in Spain, UK, Poland or Italy, with a remote/hybrid working model.
Why should you join our team?
- Impact: As a key member of our local team, you'll have the unique chance to shape and strengthen our presence in this vital market.
- Continuous development: We are committed to fostering your professional growth through ongoing training and development opportunities, ensuring you have the resources and support needed for continuous learning and success.
- Entrepreneurial Environment: Join a global, inclusive team where innovation and creativity are actively encouraged, empowering you to make a meaningful impact.
- Remote‑friendly position: We believe a flexible work environment is only attainable by building strong relationships based on trust with our employees.
Central KOL Management (KOLM) Specialist employer: Nordberg Medical
Contact Detail:
Nordberg Medical Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Central KOL Management (KOLM) Specialist
✨Tip Number 1
Network like a pro! Reach out to professionals in the aesthetic biotech field on LinkedIn or at industry events. Building connections can lead to insider info about job openings and even referrals.
✨Tip Number 2
Prepare for interviews by researching the company and its KOL management strategies. Show us you’re not just interested in the role, but that you understand how you can contribute to our mission.
✨Tip Number 3
Practice your pitch! Be ready to explain how your skills in project management and compliance can support our Director of KOLM. Confidence is key, so rehearse until it feels natural.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets seen by the right people. Plus, we love seeing candidates who take that extra step.
We think you need these skills to ace Central KOL Management (KOLM) Specialist
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your CV and cover letter to highlight your relevant experience in KOL management and project coordination. We want to see how your skills align with our needs, so don’t hold back on showcasing your organisational wizardry!
Show Off Your Communication Skills: Since this role involves a lot of communication, be sure to demonstrate your excellent written and verbal skills. Use clear, professional language in your application to reflect the high standards we expect when dealing with KOLs and internal stakeholders.
Highlight Your Tech Savviness: We’re looking for someone who’s comfortable with CRM systems and Microsoft Office. Mention any relevant tools you’ve used in the past and how they helped you manage projects or data effectively. This will show us you’re ready to hit the ground running!
Apply Through Our Website: Don’t forget to submit your application through our website! It’s the best way for us to keep track of your application and ensure it gets the attention it deserves. Plus, it shows you’re keen to join our innovative team!
How to prepare for a job interview at Nordberg Medical
✨Know Your KOLs
Before the interview, research key opinion leaders (KOLs) in the aesthetic biotech field. Understand their contributions and how they align with the company's goals. This will show your genuine interest and help you discuss relevant topics confidently.
✨Master the Details
Given the role's focus on operational excellence, be prepared to discuss your experience with project management and compliance. Bring examples of how you've successfully managed contracts or coordinated events, highlighting your attention to detail and organisational skills.
✨Showcase Your Tech Skills
Familiarity with CRM systems is a plus, so be ready to talk about any relevant software you've used. If you have experience with Microsoft Office, especially Excel and PowerPoint, mention specific projects where these tools helped you achieve results.
✨Demonstrate Your Agility
This role requires adaptability in a fast-paced environment. Share examples of how you've thrived in dynamic settings, whether it was managing shifting priorities or building processes from scratch. Highlight your 'can-do' attitude and service mindset to impress the interviewers.