Internova Travel Group
Regional Clinical Education Assistant
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Overview
At ALTOUR, we believe people are the driving force behind every meaningful connection - our clients’ and our own. With more than 1,000 team members and a presence in over 80 countries, we are a globally recognized leader in corporate travel management and a proud division of Internova Travel Group, the highest-ranking American corporate travel management company (Business Travel News).
Our mission is to manage the complexities of connecting people so they can represent their brands in the most impactful way possible. That same philosophy shapes our workplace culture, one that evolves, improves, and empowers our people to grow and thrive.
We embrace innovation and leading-edge technology to create smarter, faster, and more tailored solutions - not just for our clients, but for each other. At ALTOUR, you’ll be part of a collaborative, forward-thinking environment where your voice matters and your success is a shared journey. Click here for more information about Altour.
Responsibilities
JOB OVERVIEW
Please note: We are interested in applications from candidates who are able to work in a hybrid role. You must be able to work at least 3 days per week at our Halifax Office.
We are seeking a highly organised and proactive Regional Clinical Education 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.
RESPONSIBILITIES
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.
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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
REQUIREMENTS
- Strong organisational skills with excellent attention to detail and the ability to manage multiple tasks and deadlines with precision and minimal oversight.
- 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.
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PAY AND BENEFITS
Our benefit offerings include Group Pension scheme, 25 days annual leave entitlement plus 8 bank holidays (increses with length of service), Private health insurance and dental care, Life insurance with Employee Assistance Programmes, counselling and well-being services, Group Income Protection and Perkbox (staff discount platform).
If Hybrid/Onsite:
The salary range allocated to this role has been developed to give applicants a range based on the local market where the candidate would be working. Many factors, such as years of experience, budget etc. are considered when determining the starting rate of pay.
This role is also eligible for a 5% discretionary bonus programme 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.
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