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.
The Role
Responsible for the planning and execution of highly complex events from conception through to completion. Mentorship of multiple direct line reports and champions of 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 Life Sciences and pharmaceutical events industry.
MUST have Cvent or similar experience, knowledge & experience of working within a similar agency role
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 Life Sciences and pharmaceutical events industry.
MUST have Cvent or similar experience, knowledge & experience of working within a similar agency role
01 Responsibilities
Client Management
· Support the Account Lead / Senior Project Manager with client relationship building.
· Support the Account Lead / Senior Project Manager at general client meetings, calls and reviews as required.
· Lead project specific client meetings and calls involving multiple agencies.
· Attend F2F meetings with clients, as required.
Operational Delivery Management
· Lead reasonably complex projects ensuring the highest quality standards are upheld throughout the project’s life cycle, taking guidance from line manager.
· Full comprehension of the scope and project objectives and establish clear roles and responsibilities for project team members.
· 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.
· Lead regular 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 (amplified services)
· Workstream management – strong 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.
· Project resource management – dynamic management of project team capacity and ensuring sufficient levels of support are allocated to your job.
· 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)
· Effectively mange multiple inboxes, ensure accurate client updates, demonstrate expertise in delegate flight/travel and room block management, test websites, cleanse external data from clients / suppliers, and oversee the timely delivery of status reports.
· 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.
· Very able with using Cvent
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
· 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.
Client Governance
· Strategic PROJECT LAB 360 development across accounts
· 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)
Apply Now
· Support the Account Lead / Senior Project Manager with client relationship building.
· Support the Account Lead / Senior Project Manager at general client meetings, calls and reviews as required.
· Lead project specific client meetings and calls involving multiple agencies.
· Attend F2F meetings with clients, as required.
Operational Delivery Management
· Lead reasonably complex projects ensuring the highest quality standards are upheld throughout the project’s life cycle, taking guidance from line manager.
· Full comprehension of the scope and project objectives and establish clear roles and responsibilities for project team members.
· 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.
· Lead regular 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 (amplified services)
· Workstream management – strong 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.
· Project resource management – dynamic management of project team capacity and ensuring sufficient levels of support are allocated to your job.
· 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)
· Effectively mange multiple inboxes, ensure accurate client updates, demonstrate expertise in delegate flight/travel and room block management, test websites, cleanse external data from clients / suppliers, and oversee the timely delivery of status reports.
· 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.
· Very able with using Cvent
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
· 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.
Client Governance
· Strategic PROJECT LAB 360 development across accounts
· 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)
02 Knowledge
Budget Reconciliation & Finance Management
· Manage budgets, some of which may be complex and pull together multiple workstreams and country billing.
· 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 all team members are aware of hours allocated in budget and are tracking against their Clockify hours. Analyse project team time recorded to the job to ensure detail and accuracy. 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.
Apply Now
· Manage budgets, some of which may be complex and pull together multiple workstreams and country billing.
· 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 all team members are aware of hours allocated in budget and are tracking against their Clockify hours. Analyse project team time recorded to the job to ensure detail and accuracy. 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.
03 Experience
Join our mailing list
Receive Jobs, News & Useful Information direct in your inbox
1587467
Sign up to our newsletter
Apply Here
Do get in touch if you have any questions or if you can't upload your CV for any reason
Vacancy ID
1587467
Sign up to our newsletter
Get in touch
Leave your details for future positions. Our knowledge of the market place is substantial.
Let us know
Be honest about what you are looking for. We keep up to date with all the activities, trends, shakers and movers. Take a look.
Keep positive
The right jobs for you is out there...