Company Summary
Operating as a full-service creative events agency since 2010, we deliver unparalleled experiences for world-leading brands, corporations and life science companies from our offices in both the UK and US.
Our culture The Big Intimacy is what drives us as individuals.
“The more we understand, the better we connect. The better we connect, the more powerful the relationship.”
With a genuine passion for creating bespoke, innovative and impactful connections, paired with our expert understanding of complex industry governance, we bring events to life with unforgettable power.
And, it’s our Equation which powers us…
(WISDOM X IDEAS) + EXECUTION
The alchemy of creating truly unforgettable experiences lies in the perfect blend of creativity and wisdom, ignited by flawless execution.
When we infuse our imaginative ideas with invaluable insights and push the boundaries of what's possible, the result is nothing short of magic.
So we dream big, push the limits and never settle for anything less than the extraordinary. Because when we bring together creativity, wisdom and execution in perfect harmony, the possibilities are endless.
Our culture The Big Intimacy is what drives us as individuals.
“The more we understand, the better we connect. The better we connect, the more powerful the relationship.”
With a genuine passion for creating bespoke, innovative and impactful connections, paired with our expert understanding of complex industry governance, we bring events to life with unforgettable power.
And, it’s our Equation which powers us…
(WISDOM X IDEAS) + EXECUTION
The alchemy of creating truly unforgettable experiences lies in the perfect blend of creativity and wisdom, ignited by flawless execution.
When we infuse our imaginative ideas with invaluable insights and push the boundaries of what's possible, the result is nothing short of magic.
So we dream big, push the limits and never settle for anything less than the extraordinary. Because when we bring together creativity, wisdom and execution in perfect harmony, the possibilities are endless.
The Role
To lead the delegate team on each assigned project in the creation, management and successful delivery of event registration, attendee management and technology projects. Taking the lead on programmes the Delegate Manager will be an expert in the field of attendee management, using innovative and creative suggestions to evolve our offering.
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.
MUST have Cvent or similar experience, knowledge & experience of TOV reporting is an absolutely winner!
Key responsibilities and accountabilities:
Apply Now
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.
MUST have Cvent or similar experience, knowledge & experience of TOV reporting is an absolutely winner!
Key responsibilities and accountabilities:
01 Responsibilities
Client Management
- Partake in client update calls for assigned projects, confidently delivering the status of event registration & supporting delegate managers and coordinators in the preparation and delivery of update calls for their projects.
- Understand client business objectives & project specific purposes delivering against these throughout
- Pro-actively communicate with clients to resolve queries/challenges on allocated projects and act as an escalation point for your team
- Supporting as required for RFP responses and pitch documentation
- Attendance at pitch meetings as required, able to present professionally and passionately to external stakeholders at all levels
Operational Delivery Management
**Delegate Management**
- Attend the ‘kick-off’ meetings internally and externally to understand all requirements for assigned projects, support Delegate Managers and Coordinators during kick off meetings as required
- Take ownership for requirement gathering templates and documentation utilised in the briefing process for project based on detailed knowledge of processes and experience in delegate management programmes
- Produce project timelines in conjunction with assigned Project Manager and oversee the creation and management of timelines within the team
- Track all major milestones for delegate management across projects within your team flagging any potential clashes or resource issues to the Senior Delegate Manager / Operations Lead
- Effectively prioritize and manage multiple inboxes, personal and project specific, ensuring all members of the team are following the correct processes and SLA’s
- Possess excellent time management and the ability to support others to effectively manage their time when working on multiple projects
- Supervise the creation of effective delegate communications throughout the lifecycle of projects, pro-actively suggesting improvements and changes to suit client requirements and objectives
- Take responsibility for prompt and accurate client updates of registration data and summaries, interrogating data as necessary to provide meaningful advice and actions for the project (e.g. attrition management, communication timelines)
- Ensure that the project is delivered within time frames specified
- Excellent data analysis skills – filtering and summarizing data
- Advanced user of Cvent and Microsoft Excel
- Excellent understanding of delegate flight and travel management, including working closely with flight partners to produce a flight analysis per project to ensure we are leveraging cost effective travel options i.e. group travel.
- Excellent understanding of room block management, hotel contracts, and attrition management.
- Lead reasonably complex projects ensuring the highest quality standards are upheld throughout the project’s life cycle, taking guidance from line manager.
- Champion and adhere to touch best practices and use of project management tools.
- Attend regular project status meetings throughout project life cycle.
- Flexibility to work across multiple accounts.
- Create & maintain effective delegate communications throughout the lifecycle of the project
- Take responsibility for prompt and accurate client updates of registration data and summaries
- Proficient in the use of Touch preferred event technology solutions including:
- Creating reports (standard- and client-specific)
- Creation, maintenance and use of invitation lists
- Intermediate capabilities with content update (incl. some HTML knowledge)
- Understanding of multi-path registration flows incl. travel & hotel modules
- Creating & managing event emails
- Ensure all websites are effectively tested and documented, including client feedback
- Manage, check and cleanse all external data received from clients and/or suppliers
- Manage the delivery of status reports, progress reports, post-event reports & supplier reports as standard, ensuring all deadlines are met
- Ensure post-event reconciliations are provided accurately and within client SLAs, clearly showing negotiated cost savings and value adds as required
- Lead the creation & management of post-event surveys working with internal teams to produce actionable feedback results and analysis
Apply Now
- Partake in client update calls for assigned projects, confidently delivering the status of event registration & supporting delegate managers and coordinators in the preparation and delivery of update calls for their projects.
- Understand client business objectives & project specific purposes delivering against these throughout
- Pro-actively communicate with clients to resolve queries/challenges on allocated projects and act as an escalation point for your team
- Supporting as required for RFP responses and pitch documentation
- Attendance at pitch meetings as required, able to present professionally and passionately to external stakeholders at all levels
Operational Delivery Management
**Delegate Management**
- Attend the ‘kick-off’ meetings internally and externally to understand all requirements for assigned projects, support Delegate Managers and Coordinators during kick off meetings as required
- Take ownership for requirement gathering templates and documentation utilised in the briefing process for project based on detailed knowledge of processes and experience in delegate management programmes
- Produce project timelines in conjunction with assigned Project Manager and oversee the creation and management of timelines within the team
- Track all major milestones for delegate management across projects within your team flagging any potential clashes or resource issues to the Senior Delegate Manager / Operations Lead
- Effectively prioritize and manage multiple inboxes, personal and project specific, ensuring all members of the team are following the correct processes and SLA’s
- Possess excellent time management and the ability to support others to effectively manage their time when working on multiple projects
- Supervise the creation of effective delegate communications throughout the lifecycle of projects, pro-actively suggesting improvements and changes to suit client requirements and objectives
- Take responsibility for prompt and accurate client updates of registration data and summaries, interrogating data as necessary to provide meaningful advice and actions for the project (e.g. attrition management, communication timelines)
- Ensure that the project is delivered within time frames specified
- Excellent data analysis skills – filtering and summarizing data
- Advanced user of Cvent and Microsoft Excel
- Excellent understanding of delegate flight and travel management, including working closely with flight partners to produce a flight analysis per project to ensure we are leveraging cost effective travel options i.e. group travel.
- Excellent understanding of room block management, hotel contracts, and attrition management.
- Lead reasonably complex projects ensuring the highest quality standards are upheld throughout the project’s life cycle, taking guidance from line manager.
- Champion and adhere to touch best practices and use of project management tools.
- Attend regular project status meetings throughout project life cycle.
- Flexibility to work across multiple accounts.
- Create & maintain effective delegate communications throughout the lifecycle of the project
- Take responsibility for prompt and accurate client updates of registration data and summaries
- Proficient in the use of Touch preferred event technology solutions including:
- Creating reports (standard- and client-specific)
- Creation, maintenance and use of invitation lists
- Intermediate capabilities with content update (incl. some HTML knowledge)
- Understanding of multi-path registration flows incl. travel & hotel modules
- Creating & managing event emails
- Ensure all websites are effectively tested and documented, including client feedback
- Manage, check and cleanse all external data received from clients and/or suppliers
- Manage the delivery of status reports, progress reports, post-event reports & supplier reports as standard, ensuring all deadlines are met
- Ensure post-event reconciliations are provided accurately and within client SLAs, clearly showing negotiated cost savings and value adds as required
- Lead the creation & management of post-event surveys working with internal teams to produce actionable feedback results and analysis
02 Knowledge
Pharma Know-How:
- Experienced in delivering Congresses, Investigator Meetings & Advisory Boards.
- Good knowledge of industry codes of conduct, such as the PhRMA Code in the United States or EFPIA Code in Europe
- Full understanding of industry- and client-specific reports required for such purposes as internal auditing, TOV (Transfer of Value) reporting, HCP (Health Care Professional) reporting and data reporting
- Understand the implications of anti-bribery laws when interacting with healthcare professionals, vendors, and third-party intermediaries.
- Good knowledge 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.
- Good knowledge of the meal and hospitality limits set by local regulatory bodies in different countries.
- Good knowledge of regulations and guidelines outlining acceptable hotel accommodation expenses for healthcare professionals in different countries.
Apply Now
- Experienced in delivering Congresses, Investigator Meetings & Advisory Boards.
- Good knowledge of industry codes of conduct, such as the PhRMA Code in the United States or EFPIA Code in Europe
- Full understanding of industry- and client-specific reports required for such purposes as internal auditing, TOV (Transfer of Value) reporting, HCP (Health Care Professional) reporting and data reporting
- Understand the implications of anti-bribery laws when interacting with healthcare professionals, vendors, and third-party intermediaries.
- Good knowledge 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.
- Good knowledge of the meal and hospitality limits set by local regulatory bodies in different countries.
- Good knowledge of regulations and guidelines outlining acceptable hotel accommodation expenses for healthcare professionals in different countries.
03 Experience
Website Managerment:
- Proficient in the use of Cvent Event Management Tools
- Creating reports (standard and client specific)
- Creation, maintenance and use of invitation lists
- Intermediate capabilities with content update
- Creating & managing event emails
- Understanding of multi-path registration flows incl. travel & hotel modules
- Ensure all websites are effectively tested and documented, including client feedback on all assigned and team projects
- Work closely with the DET manager assigned to meet client expectations
Apply Now
- Proficient in the use of Cvent Event Management Tools
- Creating reports (standard and client specific)
- Creation, maintenance and use of invitation lists
- Intermediate capabilities with content update
- Creating & managing event emails
- Understanding of multi-path registration flows incl. travel & hotel modules
- Ensure all websites are effectively tested and documented, including client feedback on all assigned and team projects
- Work closely with the DET manager assigned to meet client expectations
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