Events Manager

Summary

Join Avalere Health as their Events Manager and be responsible for the planning, execution, and financial management of all meetings-based projects. You will manage domestic and international events, liaising with clients, faculty, and vendors. This role requires strong organizational and communication skills, experience in event planning within a corporate or medical communications setting, and proficiency in various event management platforms. The position involves extensive travel and requires flexibility in working hours. Avalere Health offers a comprehensive benefits package including retirement, health insurance, and flexible working practices.

Requirements

• University education in Event and Festival Management, Business Admin or related field
• Strong events background, with at least 3 years’ experience within a corporate environment or ideally a medical communications agency; must be computer literate
• Experience delivering international events, such as advisory boards, workshops, preceptorships, congresses, satellite symposia, exhibitions, and standalone events in an in-person setting and virtual setting
• Excellent verbal and written communication skills
• Excellent interpersonal skills with the ability to provide tactful handling and adapt to situations accordingly
• High degree of accuracy and attention to detail
• Ability to prioritize tasks and activities to deliver within agreed deadlines
• Excellent organizational skills with the ability to multi-task
• Able to handle challenging situations with clients, faculty and internal colleagues and provide adequate solutions

Responsibilities

• Manage and deliver all meetings-based projects, ensuring the project is delivered to budget, schedule, and quality
• Attend approximately up to 12 domestic/international meetings per year or virtual meetings, some potentially outside of normal working hours
• Serve as the principal day-to-day point of contact for event and onsite management, faculty management, financial management, and compliance
• Conduct venue search in line with pharmaceutical industry regulations and client hospitality guidelines
• Provide venue recommendations document detailing costs and amenities for both meeting and faculty dinner venues
• Act as venue liaison, managing meeting room and accommodation requirements, catering provisions and AV requirements
• Liaise with congress secretariat and third-party suppliers
• Manage ground and dinner transfers, where necessary
• Organize and undertake site visits in accordance with clients' requirements, and provide a full report
• For virtual meetings, recommend platforms in line with clients’ needs/restrictions and meeting format using Avalere Health meetings platforms
• Provide onsite liaison and management of venue to ensure all final arrangements are in place, including any AV requirements
• For virtual meeting attendance, provide liaison and attendance management. Act as a trouble shooter in case of technical difficulties, be the primary onsite contact for client, HCPs and tech partners, set-up and manage communication channel during meeting and alert stake holders if needed, manage meeting attendance at start of meeting
• Develop and distribute faculty communications, including invitation letters, logistics forms, confirmation details, welcome letters, personal itineraries, departure transfer information, and thank you letters
• Manage consultancy agreements and liaise with clients’ legal departments for honoraria fair market value (FMV) rates
• Arrange and book faculty flights in line with client travel policies and arrange visa applications where necessary
• Arrange faculty teleconferences for briefing calls
• Process honorarium and expenses post-meeting
• For virtual meetings, develop and distribute all faculty communications, ascertain faculty familiarity with platform provided and schedule training call if required, be point of contact for any logistics and technical requests
• Maintain tight financial control throughout events, working closely with Project Managers regarding budget preparation and specification; review event management fees and hours, assist with proposal/pitch content, project tracking, obtain quotations from third-party suppliers, sign venue/supplier invoices, full-cost reconciliations
• Input into project schedules for events elements, ensuring task timelines are met and updating the project team of any changes to agreed timelines
• Ensure client is kept fully informed throughout: arrange project kick-off meeting, hold regular status meetings and project debrief
• Establish and maintain good working relations with clients, faculty and key suppliers
• Maintain records of Healthcare Professional costs for the public reporting of transfer of value data (e.g. SUNSHINE ACT and EFPIA reporting)

Preferred Qualifications

• Extensive European and International travel experience
• Experience in following platforms Cvent (full usage beneficial), Zoom, WebEx, Team and Vmix (understanding of functionalities and ability to recommend platforms in line with clients’ requirements recommended)

Benefits

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