Associate, Exhibits and Sponsorships, Bio Ascend

About the Role

As an Associate, Exhibits and Sponsorships on the Bio Ascend team at Vaniam Group, you will support business development operations, including sponsorships and educational grant proposals and strategy. You will also provide support for IME and CME activities funded by sponsorships and educational grants. You will liaise between internal teams and clients in collaboration with leadership.

Key Responsibilities

• Deliverables
• Obtain grant funding for CME/IME activities as directed.
• Obtain sponsorship, exhibit, advertising, and ancillary funding for activities as directed.
• Facilitate sponsorship campaigns and maintain sponsor prospectus for each conference.
• Investigate congress and client timelines for ongoing proposal submissions.
• Develop, maintain, and execute comprehensive medical education plans for assigned therapeutic areas.
• Stay abreast of emerging compliance, regulatory, and CME trends.
• Initiate and track Letter of Agreement status with sponsors and Bio Ascend leadership.
• Request appropriate invoices with Vaniam Finance team, track invoice history, and alert program manager of past due invoices.
• Request and track assets for virtual and live exhibits.
• Demonstrate functional knowledge of medical education guidelines including ACCME, OIG, PhRMA, FDA, etc.
• AI Integration
• Leverage approved AI tools to improve productivity, efficiency, and quality of work.
• Identify opportunities to streamline workflows and enhance decision-making through AI-enabled solutions.
• Ensure all AI-generated outputs are reviewed for accuracy, confidentiality, and compliance.
• Stay current with emerging AI tools and best practices to drive continuous improvement and innovation.
• Client Responsibility
• Develop client and pipeline profiles to inform business development initiatives.
• Track and communicate evolving client metrics including clinical, regulatory, and commercial factors for potential client connectivity.
• Assist in setup of regular status meetings with clients as necessary.
• Enter educational grant submissions into portals as necessary.
• Manage the internal team (medical writers, grant submitters) for CME/IME activities to ensure smooth grant submission process.
• Track progress of proposals against established timelines.
• Develop proposals, statements of work, and provide timely follow-up to client requests.
• Maintain all sponsorships within the CRM system and pull reporting on a regular basis to share with leadership.
• Internal Responsibility
• Work in collaboration with team to ensure all sponsorship benefits are achieved.
• Prepare a budget within established guidelines.
• Remain up-to-date on accreditation criteria, standards, and regulatory requirements.
• Support and execute project management duties.
• Assist program managers with the learning management system and associated tasks.
• Business Development
• Identify new business sales opportunities and establish new relationships through interaction with key players at targeted pharmaceutical, biotechnology, and CRO clients.
• Continuously examine and improve existing Bio Ascend business development processes including capability slide decks and organizing resources for grant submissions.
• Participate in periodic updates to management and Business Development team of activities among assigned accounts, including urgent and important issues.
• Represent Bio Ascend business development initiatives at key congresses.
• Implement and leverage tools to supplement business development efforts for Bio Ascend.
• Other duties may be assigned to help drive deliverables within this role.

Requirements & Tech Stack

• Outlook
• Excel
• PowerPoint
• Other internal communication and project planning tools
• CRM systems (e.g., Salesforce) - Experience with CRM tools is a plus.
• AI tools

Qualifications

• Bachelor's degree
• Working knowledge of digital marketing
• Understanding of Bio Ascend offerings and ability to describe them to current and potential clients, faculty, and healthcare provider attendees.
• Awareness and knowledge of relevant legal/regulatory requirements governing pharmaceutical industry activities.
• Ability to communicate clearly and work collaboratively in a dynamic, virtual environment.
• Strong interpersonal skills, with the ability to interact effectively and professionally at all levels within the organization and with pharmaceutical and other clients.
• Excellent oral and written communication skills, including the ability to provide clear direction and set expectations.
• Demonstrated ability to prioritize and plan work activities and meet tight deadlines.
• Ability to respond well under pressure and remain flexible.
• Results-oriented with a commitment to accountability.
• Strong organizational and time management skills.
• Sense of urgency to obtain results.
• Strong customer service focus; looks for above and beyond solutions.
• Prior experience in a medical education, healthcare communications, or pharmaceutical industry role - This is a plus.
• Familiarity with CME/IME accreditation processes and ACCME guidelines - This is a plus.
• Ability to travel within the United States and internationally up to 25% of the time.

About Vaniam Group

Vaniam Group is an oncology-led partner to biopharma companies working at the forefront of complex, high-science medicine. With deep expertise in oncology and hematology, Vaniam Group helps clients make sense of evolving data, emerging insights, and real-world dynamics so teams can make confident decisions and move programs forward with clarity. The company combines scientific depth, close collaboration with the medical community, and an integrated approach to insight and data that supports strategy across the oncology lifecycle. While oncology is where Vaniam Group’s work is most established and refined, the same rigor and expertise are applied in other therapeutic areas where the science is complex and the stakes are high. For more information, visit www.VaniamGroup.com.