Events Manager

About Avalere Health

Guided by a single mission to make EVERY PATIENT POSSIBLE, our Advisory, Medical, and Marketing capabilities move as one, ensuring every patient is identified, supported, treated, and cared for. Equally.

Avalere Health is a global strategic partner, perfectly formed to solve the biggest challenges in health-at pace and at scale. We are united across the product lifecycle, uniquely positioned to understand every angle of life, health, and the human condition. Partnering with our clients, we are building a world where healthcare is not a barrier. And no patient is left behind.

We are powered by our unique and proprietary model, Sense Making. Combining strategic tools and human ingenuity, SenseMaking allows us to transform limitations into pathways, obstacles into possibilities, and intricacy into action. Our talented, diverse, and passionate team-known as Sense Makers-strive each day to make EVERY PATIENT POSSIBLE.

About the Role

The Events Manager is responsible for managing and delivering all meetings-based projects, ensuring that the project is delivered to budget, schedule, and quality. This role includes attending approximately up to 12 domestic/international meetings per year or virtual meetings, some potentially outside of normal working hours.

Provide internal project lead on all event projects across client accounts and serve as the principal day-to-day point of contact for event and onsite management, faculty management, financial management, and compliance. Given the nature of the role, there will need to be a certain amount of flexibility with working hours during busy times, in particular prior to going onsite and to accommodate client's working hours. With experience, mentorship and line management opportunities may be appropriate.

• Venue search in line with the pharmaceutical industry regulations and client hospitality guidelines
• Provide venue recommendations document detailing costs and amenities for both meeting and faculty dinner venues
• Venue liaison, such as 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
• Organise and undertake site visits in accordance with clients requirements, and provide full report
• For virtual meetings, specifically 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 specifically, 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 stakeholders 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 meeting specifically, 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)

• 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 prioritise tasks and activities to deliver within agreed deadlines
• Excellent organisational skills with the ability to multi-task
• Able to handle challenging situations with clients, faculty and internal colleagues and provide adequate solutions
• Extensive European and International travel experience
• Experience in following platforms: Cvent (full usage beneficial), Zoom, WebEx, Teams and Vmix (understanding of functionalities and ability to recommend platforms in line with clients' requirements recommended)

What we can offer

Avalere Health aims to empower every employee to develop and thrive. We empower our team with the tools, skills, and support needed to think differently and to solve healthcare's most complex challenges.

At the center of our people-led culture is our Career Experience team, whose mission is to provide every employee with a purpose-driven career. We also pride ourselves on our personalized learning approach to ensure you receive the training you need to help you grow within the company and take advantage of our global scale and scope.

We are committed to embedding diversity and inclusion in every aspect of our organization. We encourage diversity of thought, inclusive behavior, and break down barriers to ensure every individual feels valued and encouraged to contribute their unique abilities and potential. As part of our commitment to building a healthier world, every employee is also encouraged to participate in our community engagement efforts, which support a wide range of healthcare programs and wellbeing causes worldwide.

We have city hubs across North America, Europe, and Asia, geared toward collaborating, training, socializing, and coming together as a global organization while maintaining and fully supporting flexible working practices. Our compensation and benefits package is benchmarked across the industry. We offer a generous company pension/retirement plan, private medical insurance, comprehensive employee wellbeing initiatives, compelling time-off policy, plus many other excellent employee benefits.

We encourage all applicants to read our candidate privacy notice before applying to Avalere Health.