Marketing Communications Operations Assistant

Introduction

Werfen is a growing, family-owned, innovative company founded in 1966 in Barcelona, Spain. We are a worldwide leader in specialized diagnostics in the areas of Hemostasis, Acute Care Diagnostics, Transfusion, Autoimmunity, and Transplant. Through our Original Equipment Manufacturing (OEM) business line, we research, develop, and manufacture customized assays and biomaterials. We operate directly in 30 countries, and in more than 100 territories through distributors. Our Headquarters and Technology Centers are located in the US and Europe, and our workforce is more than 7,000 strong.

Our success comes from a specific focus in these rapidly evolving diagnostic areas, our commitment to customers, and our dedication to innovation and quality. We’re passionate about providing healthcare professionals the most valuable and complete solutions to improve hospital efficiency and enhance patient care.

Overview

Job Summary

The Communications Operations Assistant provides critical support to the Worldwide Marketing Communications team through a balanced focus on event planning and operational administration. This role coordinates logistics for global congresses, tradeshows, and meetings, while managing key administrative processes, including purchase orders (POs), SAP change orders (COs), invoice tracking, vendor coordination, and MLR trafficking. 

Working closely with internal stakeholders, agencies, and vendors, this position ensures seamless event execution and efficient day-to-day operations. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment. 

Responsibilities

Key Accountabilities

Event Planning & Execution

• Support the planning and execution of global congresses, tradeshows, webinars, workshops, and internal meetings. 
• Coordinate event logistics, including registrations, attendee communications, travel arrangements, room blocks, shipping, and onsite materials. 
• Partner with vendors, exhibit partners, agencies, and internal stakeholders to ensure successful event delivery. 
• Manage exhibit logistics, including booth requirements, badges, signage, lead retrieval, and promotional materials. 
• Coordinate event-related assets and materials across teams and vendors. 
• Assist with post event reporting, budget reconciliation and vendor follow-up. 

Administrative & Operational Support

• Process and track purchase orders (POs), invoices, contracts, and vendor payments. 
• Support budget tracking, documentation, and financial reporting activities. 
• Manage project intake and workflow processes through Formal MLR approval, ensuring reviewer changes are enacted, and requests are routed appropriately. 
• Monitor project status, approvals, timelines, and resource assignments within the MLR platform. 
• Coordinate stakeholder communication, follow-up activities, and administrative support for promotional materials and campaigns. 
• Other duties as assigned. 

Qualifications

Minimum Knowledge & Experience required for the position:

• Minimum of a bachelor's degree
• 0-2 years of experience in event planning, project coordination, marketing operations, administrative support or related field 

Skills & Capabilities

• Experience supporting tradeshows, conferences, meetings, or event logistics preferred. 
• Experience with procurement processes, including POS, invoices, budgets, and vendor management. 
• Familiarity with MLR, SAP, or other project management and workflow tools preferred. 
• Experience in healthcare, medical device, diagnostics, or life sciences industries is a plus. 
• Strong organizational, communication, and multitasking skills with exceptional attention to detail. 
• Desire to grow a career within Marketing Communications.

Travel Requirements. 

Available to travel domestically no more than 5% of the time. 

The annual base salary range for this role is currently $65,000 to $85,000. Individual employee compensation will ultimately depend on factors including education, relevant experience, skillset, knowledge, and particular business needs.

This role is eligible for medical, dental, and vision insurance, 401k plan retirement benefits with an employer match, as well as paid vacation and sick leave. Our sales roles are eligible for participation in a commission plan and our management, and select professional roles, are eligible for a performance-based bonus.

Closing

If you are interested in constantly learning and being challenged on a daily basis we encourage you to submit your resume or CV.

Werfen is an Equal Opportunity employer and is committed to a diverse workplace. Werfen strictly prohibits unlawful discrimination, harassment or retaliation based upon an individual’s race, color, religion, gender, sexual orientation, gender identity/expression, national origin/ancestry, age, mental/physical disability, medical condition, marital status, veteran status, or any other protected characteristic as defined by applicable state or federal law. If you have a disability and need an accommodation in relation to the online application process, please contact [email protected] for assistance.

We operate directly in over 30 countries, and in more than 100 territories through distributors. Annual revenue is approximately $2 billion and more than 7,000 employees around the world comprise our Werfen team.

www.werfen.com