Operations Analyst, Meetings & Events

About This Role:

As the Operations Analyst for Meetings & Events, you will play a pivotal role in Biogen's Global Meetings and Events Program. This position is perfect for a detail-oriented professional eager to ensure seamless meeting request management and operational support. You'll partner with internal stakeholders to guarantee meeting forms are accurately completed and inquiries are promptly resolved. As a central point of contact, you'll ensure adherence to processes, manage payments, and capture data for reporting. This role also involves basic meeting planning support using platforms like CVENT, allowing you to set up registration sites and manage communications. Your contributions will ensure smooth operations and enhance the effectiveness of global meetings, aligning with our business goals.

What You’ll Do:

• Collaborate with internal stakeholders to ensure accurate and compliant submission of meeting request forms.
• Route requests through appropriate channels based on region and business requirements.
• Track budget approvals and maintain documentation for audits.
• Assist with the creation of CVENT registration websites and manage event communications.
• Connect stakeholders with Biogen's preferred vendor network of hotels and service providers.
• Guide stakeholders in utilizing event technology for pre-event communications and post-event surveys.
• Escalate technical issues to senior team members or IT as needed.
• Facilitate procure-to-pay transactions and reconcile event costs.
• Educate stakeholders on contract review policies and ensure proper documentation.
• Serve as a point of contact for meeting owners, ensuring professional and accurate responses.
• Maintain records for compliance and contribute to post-event reporting.
• Provide cost savings reports in accordance with Biogen’s framework.

Who You Are:

You are a meticulous and organized professional with a talent for managing multiple tasks and deadlines. Your strong communication skills allow you to engage effectively with stakeholders, providing clear and professional responses. You thrive in a service-oriented environment and are committed to ensuring compliance and accuracy in all your tasks. Your proficiency in event technology and your ability to adapt to global stakeholder needs make you an invaluable asset to the team.

Please note that this role requires a candidate to be a holder of work permit & residency in Poland.

Required Skills:

• Bachelor’s degree in business, hospitality, or a related discipline.
• 2-3 years of professional experience in corporate meeting planning or global shared services.
• Familiarity with event technology systems like CVENT
• Proficiency with Microsoft Office Suite, especially Excel and Outlook.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Excellent communication skills in English, both written and verbal.

Preferred Skills:

• Prior experience in a hospitality or event management environment.
• Familiarity with procurement tools such as Coupa.
• Knowledge of event industry terminology and commonly used acronyms.
• Additional language skills and experience supporting global stakeholders.

About Biogen Poland
Our Warsaw office is a complex hub for local, regional and global roles. Regardless our role and reporting line we’re driven every day by our unique purpose, working passionately to change the lives of patients affected by rare and devastating diseases. This is what gives us pride, inspires us and gives us fuel to push the boundaries of innovation. We represent over 30 nationalities and celebrate the strength that comes from differences in backgrounds, experiences, and perspectives. This commitment to fostering a supportive and inclusive workplace earned us a Great Place to Work Certificate and Best Places to Work Awards consecutively since 2021 in Poland and Europe. If our mission resonates with your heart and career aspirations, we’re inviting you to join our team.
About Global Business Services (GBS)
The Global Business Services (GBS) team transforms Biogen’s business processes, scaling global operations and fueling commercial growth and innovation. GBS adds value by delivering business solutions and support services through a global delivery model, operational transparency, and best practices. Aiming to be a world-class organization, GBS excels in people, solutions, execution, and partnerships, championing a continuous improvement culture recognized across Biogen. We form a great team of individuals with drive for innovation but also team players collaborating in the spirit of respect. And if you want to take your professional development in your own hands, this is a place for you. We give you a lot of opportunities for growth on a business and social ground.

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