Senior Event Coordinator

 

 

Title: Senior Event Coordinator

Reporting to: Senior Event Manager

Job purpose:  

Responsible for the planning and execution of small projects events from conception through to completion.  Assist the Project Manager with more complex events and fully support the team and be champions of touch operational process.

 

This role plays a pivotal role in orchestrating and executing pharmaceutical events, including congresses, investigator meetings, and advisory boards. This position demands a strategic thinker, effective communicator, and meticulous organiser with a proven track record in the LifeSciences and pharmaceutical events industry.

  

Key responsibilities and accountabilities: 

 

Client Management

• Support the Event Manager with client relationship building.
• Support the Event Manager at general client meetings, calls and reviews as required.

Operational Delivery Management

• Fully support the team in terms of helping the Event Manager with their events and more complex events.
• Manage small projects ensuring the highest quality standards are upheld throughout the project’s life cycle, taking guidance from line manager.
• Understanding of the scope and project objectives and establish clear roles and responsibilities.
• Set, communicate, and drive timelines and priorities within each project. Effectively preventing or managing any associated risks if clients/internal project teams are unable to keep to timelines.
• Champion and adhere to best practices and use of project management tools.
• Attend project status meetings throughout project life cycle and ensure clear and fluid lines of communication between client stakeholders and internal departments are deployed.
• Build and maintain effective strategic supplier relationships, negotiating beneficial rates and terms, manage contracting and ongoing communications with all third-party suppliers, leveraging volume discounts, undertaking contract reviews, and checking emergency procedures. Ensure all third-party suppliers understand the key event objectives and adhere to touch or client prescribed service levels.
• Maximise revenue opportunities on all projects
• Workstream management – good understanding and can speak confidently to all workstream products, services, and responsibilities to effectively manage timelines for all workstreams internally as well as confidently manage client expectations/deadlines.
• Lead onsite management of project (virtual or live) to include but not limited to
  • Conduct full staff briefing when arrive onsite (including walkthrough slides)
  • Conduct full client walkthrough.
  • Schedule and conduct all hotel / supplier pre cons (live only)
  • Daily staff & client briefing (confirming in writing to the team any changes to the schedule/ action plan for the day ahead)
  • Oversight of every workstream
  • Ability to fire fight and problem solve when challenges arise.
  • Ability to jump into all onsite roles at any time and deliver.
  • Dynamic risk assessment and emergency planning
  • Hosting of client team where required.
  • Full onsite debrief with all suppliers (preparing for reconciliation and client debrief)
• Conduct full debrief with internal team prior to client de brief and provide live examples of where improvements can be made.
• Manage any post event reporting requirements within the timeframe supplied.
• Execute client specific SLA’s and process requirements.
• Ensure compliance with all client privacy and security protocols.
• Flexibility to work across multiple accounts.
• Completion of operational process within the PROJECT LAB 360 to ensure projects are delivered efficiently and within appropriate timelines. 
• Ensure events are delivered within budget and meet expectations.
• Set, communicate and maintain timelines and priorities on every project.

 

Pharma Know-How:

• Has an interest and understanding of industry codes of conduct, such as the PhRMA Code in the United States or EFPIA Code in Europe
• Understand the implications of anti-bribery laws when interacting with healthcare professionals, vendors, and third-party intermediaries.
• Has an interest and understanding of internal healthcare compliance programmes and policies.
• A commitment to staying informed about changes and updates in pharmaceutical regulations, codes of conduct, and industry best practices.
• Has an interest and understanding of the meal and hospitality limits set by local regulatory bodies in different countries.
• Basic knowledge of regulations and guidelines outlining acceptable hotel accommodation expenses for healthcare professionals in different countries.

 

Client Governance

• Ensure client processes work in tandem with agreed standard processes.
• Ensure compliance with client and company SLAs, company privacy and security protocols.
• Ensure compliance with GDPR (General Data Protection Regulations)

 

Budget Reconciliation & Finance Management 

• Manage budget for your own project.
• Provide quotes for any additional/ out of scope items ensuring associated management fees are added.
• Ensure client savings document/ negotiation trackers are completed.
• Keep track of any financial changes, savings and enhancements throughout the project. Provide regular budget revisions to client and ensure we have correct PO cover.
• Manage payment schedule with Project Finance to ensure invoicing dates and payment terms are met.
• Understand cash flow of the project and work with project finance to manage
• Ensure currency exchange is managed in line with financial updates and checked regularly.
• Ensure awareness of the hours allocated in the budget and are tracking against their Procim hours. Suggest effective solutions to improve resource utilisation across the lifecycle of the project.
• Ensure prompt reconciliation post event (maximum 30 working days or client specific)
• Manage and submit personal expenses and credit card reconciliations within timeframes specified.

 

Jack Morton is an equal opportunity employer; we strongly value diversity at our companies. We do not discriminate on race, religion, color, national origin, disability, sexual orientation, gender identity, gender expression, age, marital status, veteran status, or any other basis prohibited by law. 

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