Event Manager (Congress Meetings & Events - Life Sciences)

SUMMARY

The Delegate Manager takes the lead on attendee management for meetings and special events associated with congresses and conventions for Jack Morton clients in the Healthcare and Pharmaceutical industries. The following duties will be performed.

Essential Duties and Responsibilities

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 programs, the Delegate Manager will be an expert in the field of attendee management, using innovative and creative suggestions to evolve the Jack Morton service 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 organizer with a proven track record in LifeSciences and pharmaceutical events industry.

Client Management 

• Manage 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 

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 utilized in the briefing process for project based on detailed knowledge of processes and experience in delegate management programs

• Track all major milestones for delegate management across projects

• Effectively prioritize and manage multiple inboxes, personal and project specific, ensuring all members of the team are following the correct processes and SLA's 

• Possesses excellent time management and the ability to support others to effectively manage their time when working on multiple projects 

• 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. 

• 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 

• Creating reports (standard- and client-specific) 

• Creation, maintenance and use of invitation lists 

• 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

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 programs 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.  

Website Management  

• 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 Technology manager assigned to meet client expectations 

Reporting 

• Ensure all client & supplier deadlines for reporting are met 
• Create meaningful event reports for client/internal/supplier use 
• Possess an excellent understanding of industry specific reporting requirements (ToV, compliance) and ensure these standards are met for all assigned projects 
• Lead the delivery of post event reporting, accurate reconciliation of client budgets in a timely manner and in line with client SLA's 
• Lead the creation & management of post-event surveys working with internal teams to produce actionable feedback results and analysis 
• Proficient in delegate management data and reporting – including the ability to interrogate system based data, and manually manipulate to a high level in Excel or similar 

Budget Reconciliation & Finance Management  

• Ensure post event reconciliations are provided accurately and within client SLA's clearly showing negotiated cost savings and value adds as required 

• Take responsibility for the accurate pass through of all supplier and internal costs to minimize risk to JM forecasting 

• Ensure client savings document/ negotiation trackers are completed, maximizing client cost savings: 

• Supplier negotiation
• Cost reduction
• Efficiency savings
• Supporting in negotiations and cost saving methods
• Suggest cost saving methods to client & account leads pro-actively

• Ensure all team members are aware of hours allocated in budget and are tracking against their project hours. Analyze project team time recorded to the job to ensure detail and accuracy. Suggest effective solutions to improve resource utilization across the lifecycle of the project. 

• Manage and submit personal expenses and credit card reconciliations within specified timeframes.