Events Coordinator

Summary

Join Avalere Health as an Events Coordinator and support Events Managers in delivering various meeting elements. You will take the lead on smaller meetings and projects, manage event logistics, communications, and finances, and ensure projects meet specifications and budget. This role involves approximately 12 domestic/international meetings annually and requires strong organizational and communication skills. You will collaborate with internal teams, clients, and third-party suppliers. The ideal candidate possesses a university education in a related field, relevant event experience, and strong computer skills. Avalere Health offers a comprehensive benefits package, including retirement, medical insurance, and flexible working practices.

Requirements

• University education in Event and Festival Management, Business Admin or related field
• Events background, ideally having worked in an agency or pharma, with 18 to 24 months’ experience
• Strong computer skills are required, including knowledge of MS Outlook, Word, PowerPoint and Excel
• Excellent communication skills, verbally, written and face-to-face
• Must be a team player and able to work effectively within the events and account teams
• Demonstrate a high degree of accuracy and attention to detail
• Able to work on own initiative; prioritise tasks and activities to deliver within agreed deadlines
• Be attentive and able to understand and act on requests from internal teams and clients
• Excellent organisational skills with the ability to multi-task and work under pressure
• Experience with European and international travel

Responsibilities

• Draft, develop and distribute faculty/delegate and other attendee communications, such as invitation letters, bulletin of information, logistics forms, confirmation details, welcome letters, personal itineraries, departure transfer information, and thank you letters
• Arrange and book faculty/delegate flights in line with client travel policies and arrange visa applications, where necessary, in accordance with company policy
• Arrange faculty teleconferences for briefing calls
• Manage consultancy agreements and liaise with clients legal departments for honoraria fair market value (FMV) rates
• Collate, check and prepare honorarium and expenses payment sheet post-meeting
• Venue search in line with the pharmaceutical industry regulations and client hospitality guidelines; draft venue recommendations document detailing costs and facilities for meeting space and restaurants for group dinners
• Liaise with third-party suppliers (e.g. transfer companies for transfers and dinners)
• Set up online registration sites (eg, Cvent), maintaining regular updates to contact details
• Manage and deliver all meeting-related tasks, as requested by senior Event team colleagues, in-line with company style and client compliance/house style, including tracker of participants/speakers and pre-meeting preparation (e.g. collation of welcome packs, onsite equipment, ordering currency, Avalere Health team travel)
• Manage airport transfers and dinner, where applicable
• Provide onsite events support at meetings, as required
• Set-up Whatsapp distribution list for the meeting
• Support Events lead onsite, ensure that all final arrangements are in place, including any AV requirements
• Be a primary onsite contact for client, delegates and third-party suppliers
• Monitor flight arrivals and transfers to ensure smooth arrivals for the faculty/delegate and inform Events lead of any delays/cancellations/no shows
• Meet and greet of all attendees
• Provide logistical support and advice to attendees the to ensure smooth and successful delivery of the meeting
• Review all final invoices or daily function sheets to agree final costings prior to leaving
• Execute agreed-upon roles and responsibilities involving tasks such as venue liaison, delegate management, and faculty management role
• Attend internal project brief meetings, all client calls, and status meetings contributing to updates to status reports and project debriefs
• Ensure the client is kept fully informed throughout the project by arranging and attending regular status meetings, developing, maintaining and distributing status reports at timely intervals and arranging project debriefs following each event
• Liaise with suppliers to obtain quotations, secure services and with finance team for payments ensuring a financial tracker is created and maintained per event to record all supplier charges and credit card charges for reconciliation purposes
• Undertakes, where necessary, client’s compliance/due diligence training programmes and educate and coach other members of the Events team
• Attends internal and client sessions, as applicable, and refers to checklists to ensure awareness of and updates to guidelines

Preferred Qualifications

• Exposure to a range of events, such as advisory boards, congresses, exhibitions and standalone events would be an advantage, but not essential
• Experience of Cvent in building site and managing registration process a plus

Benefits

• Generous company pension/retirement plan
• Private medical insurance
• Comprehensive employee wellbeing initiatives
• Compelling time-off policy
• Many other excellent employee benefits
• Flexible working practices