Events & Engagements Specialist

About the Job

Events & Engagements Specialists (EESs) are in charge of implementing event plans within their areas of responsibility, as well as operational activities related to services provided by Scientific External Experts (SEE) and Health Care Organizations (HCO) during the events under the scope of the Global Meetings & Events team (GM&E). They own the end-to-end process of all events within their scope, congresses and conventions, sales meetings, standalone meetings or webinars, advisory board meetings, and speaker training meetings. They manage external suppliers and communicate with internal and external stakeholders, ensuring consistent company representation and full compliance at all times.

The role requires the capacity to assess risks when faced with uncertain and rapidly changing environmental conditions, making decisions supported by strategy, and finding resources to resolve issues in an efficient and business-appropriate manner. Effective communication is a must, as this role is an ambassador for the company’s Play to Win strategy and is accountable for operational activities within scope.

Responsibilities

On Events:

• Partner directly or indirectly, through third party agencies, with transversal brand teams, creative agencies, HCOs, Associations, and exhibit vendors for the best end-to-end experience at every event that meets/exceeds the expectations of our internal and external stakeholders.
• Provide input regarding site selection, service contractors, contract negotiation and budget planning. Facilitate vendor selection.
• In charge of remote meeting management through local vendors, as well as technical and analytical support for hybrid and virtual meetings.
• Coordinate hotel accommodations and services, transportation, communications and facilities support, program functions and related activities, either directly or indirectly through a third party agency.
• Plan and monitor different types of meetings, identify risks early in the process and set up a risk mitigation plan. Oversee all program logistics, including attendee registration and data management, food and beverage selection, speaker communications, audiovisual needs, and off-site venues, and on occasion provide hands-on program management.
• Ensure budget management, financial reconciliation and post-meeting reporting to identify synergies and cost-efficiencies achieved.
• Serve as the subject-matter expert for the implementation & training of technology solutions, and analysis of attendee data. Provide technical support and troubleshooting for One Sanofi platforms such as Veeva Vault CRM Events Management platform, SpotMe and CVent, as well as other meeting technology solutions.

On Engagements:

• Dependent on event type, either oversee or manage activities related to SEE/HCO/patient engagement for event-related services, from the creation of the event or engagement, its approval, invitations, contract signatures and financial approvals through to the post-event invoicing and transparency disclosures.
  • Provide input to the Global Rationale Form, if required, for event and engagement approval.
  • Create and support completion of Service Agreements using One Sanofi tools and platforms. Manage corresponding reviews and approvals via the One Sanofi transparency approval and reporting tool. Coordinate Agreement signatures, communicating with external and internal parties, which include the Contract Management team for complex agreements.
  • Manage financial approvals and post-event invoice payments.
• Monitor and report on follow-up actions and planning status related to SEE/HCO engagements. Update all related budgets and forecasts.
• Contribute to ensuring vendors and partners consistently meet or exceed obligations, perform constant evaluation of services and processes.
• Provide metrics on relevant markers of event management success, as well as those related to transparency and compliance in a timely and accurate manner.

About You

• A post graduate degree is required.
• Fluent in written and spoken English.
• Direct experience in the pharmaceuticals and life sciences space is desirable.
• 3 to 5 years of professional experience in the event planning/contracting field, preferably in a highly regulated market.
• Proficient in MS Office.
• Experience of the Veeva Vault CRM Events Management platform, including report generation and event monitoring.
• Meeting planning and project management experience is an advantage.

Competencies

• Strong relationship builder, customer-service oriented.
• Organized and flexible, able to quickly grasp and implement new concepts.
• Event and congress knowledge regarding meeting planning and reporting results.
• Financial acumen as it relates to budget management and spend analysis.
• Ability to collaborate and deliver solutions in a complex environment.
• Able to adapt to changing business priorities.
• High attention to detail, capable of asking insightful questions.
• Accountability and sense of urgency, proactive and able to find flexible solutions on the spot when challenges arise.