Events Manager

Philadelphia, PA, United States Full Time

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Position: Events Manager

Company: Fishawack Group of Companies


Job Description

In summary, the Fishawack Events Manager is responsible for managing and delivering all meetings-based

projects, ensuring that the project is delivered to budget, schedule and quality this also include attending

approximately 12 European/International meetings a year. 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 on-site and to accommodate client’s working hours. Recovery Rate: Live 80%, BD 5% - with no line management Live 75%, BD 5% - with line management


Experience and skills required

• Strong events background, with at least 5 years’ experience within a corporate environment or ideally a medical communications agency

• To have delivered UK and international events such as advisory boards, workshops, preceptorships,congresses, satellite symposia, exhibitions and standalone events

• Excellent verbal and written communication skills

• Excellent interpersonal skills with the ability to provide tactful handling and adapt to situations accordingly

• Be a team player and able to work effectively within the events and account teams

• High degree of accuracy and attention to detail

• Able to prioritize tasks and activities to deliver within agreed deadlines

• Excellent organisational skills with the ability to multi-task and work under pressure

• Establish and maintain credible and professional working relationships with clients by providing a truly client-focused service

• Able to guide, advise, manage and educate clients, to ensure successful delivery of several categories of FW events.

• Able to handle challenging situations with clients, faculty and internal colleagues and provide adequate solutions

• High level of personal accountability and organisational skills

• Able to identify gaps and implement improvements for internal and external processes

• Provide leadership, motivation, direction and support to line reportees and junior members of the team

• Extensive European and International travel experience


Core responsibilities

The Fishawack Events Manager is the internal project lead on all event projects across client accounts and

should be the principal day-today point of contact for and has the responsibility for:


Financial and project management

• Maintain tight financial control throughout, and working closely with the Account Managers, with regard to 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

• Track individual project recoveries, and initiate discussions with the Account Manager to highlight outof- spec work and any issues that may affect project recovery

• Input into project schedules for events elements, ensuring task timelines are met and updating the project team of any changes to agreed timelines

• Ensure clear definitions of internal and external roles and responsibilities at the start of the project

• Ensure team members are full informed of the project status as appropriate

• Ensure the client is kept fully informed throughout, to include: arranging project kick-off meeting, regular status meetings involving key team members in meeting run-up, project debrief

• Establish and maintain good working relations with clients, faculty and key suppliers


Compliance

• Undertake where necessary client’s compliance/due diligence training programmes and educate and coach other members of the Events team

• Fully understand and adhere to client’s compliance policies and guidelines, and ensure knowledge is applied to projects throughout the duration in all communications and notifying the wider team of any changes

o Refer to Fishawack client crib sheets to ensure awareness of update/changes

o Update and maintain client crib sheets as required

• Maintain records of Healthcare Professional costs for the public reporting of transfer of value data e.g. SUNSHINE ACT and EFPIA reporting


Faculty Management

Leading and/or supervising more junior members of staff to:

• Develop and distribute faculty communications such as; invitation letters, logistics forms, confirmation details, welcome letters, personal itineraries, departure transfer information, thank you letters and collating expenses and honoraria as required

• 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


Event Management

Leading and/or supervising more junior members of staff to:

• 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

• Organize and undertake site visits in accordance with clients requirements, and provide full report


On-site Management

Leading and/or supervising more junior members of staff to:

• Provide on-site liaison and management of venue to ensure that all final arrangements are in place including any AV requirements

• Manage all food and beverage requirements including external dinners

• Be the primary on-site contact for client, HCPs and third-party suppliers

• Monitor flight arrivals and transfers to ensure smooth arrivals for the faculty

• Meet and greet all attendees

• Manage signatures for consultancy agreements for both faculty and clients where necessary

• Act as a trouble-shooter for the duration of the meeting to ensure successful delivery

• Organize and conduct debriefing meetings with third party suppliers prior to leaving

• Review all final invoices or daily function sheets to agree final costings prior to leaving


General

• Support and oversee less experienced members of the events team and lead by example

• Proactively develop, review and update event management tools, including:

o Client crib sheets to share with the events team

o Standard operating procedures

o Events on-line registration site

• Provide continuous training for Event Assistant/Event Coordinators

• Proactively monitor own and line reportees workload, propose solutions to address capacity issues and liaise with Events Team Manager to agree actions


Line Management (if part of the role)

• Line management of Events Assistant/Event Coordinators

o Appraisals and setting achievable objectives

o Review line reportees recovery targets

o Review and manage line reportees workload planners

• Work with senior management to develop training programme for line reportees

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