02
Knowledge
Operational Delivery Management
· Fully support the team in terms of helping the Project 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 Touch 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.
· Able with using Cvent
Pharma Know-How:
· Experienced in delivering Congresses, Investigator Meetings & Advisory Boards.
· 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.
· Good knowledge of regulations and guidelines outlining acceptable hotel accommodation expenses for healthcare professionals in different countries.
Client Governance
· Strategic PROJECT LAB 360 development across accounts
· Ensure client processes work in tandem with agreed standard Touch 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.
· Margin analysis – maximizing both gross margin and operating margin.
· Ensure awareness of the hours allocated in the budget and are tracking against their Clockify 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.
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