Events Specialist

Home Based, US (East Coast/Mid-West preferred)

Parexel's Events Specialist owns a variety of strategic, tactical, logistical, and operational tasks related to Parexel’s global conferences and events. This role is instrumental in planning, execution, on-site management, evaluation, and improvement of Parexel’s events. The Events Specialist is also a key partner in handling speaker arrangements, including scheduling, communication, and support before, during, and after events. The Events Specialist must travel within the United States (up to 30%) to attend planned events and coordinate various on-site needs with Parexel colleagues, customers, vendors, and conference producers. This role requires flexibility to work weekends or evenings when necessary.

Research and Planning

• Interfaces with senior level executives inside and outside of the organization.
• Drives the marketing, planning, and logistics of trade shows and events (with an emphasis in U.S.).
• Collaborates with the marketing team in determining the strategic importance of each event, its specific focus/program/agenda, and the attendees i.e., customers, influencers, competitors, etc.
• Evaluates trade show booth requirements, coordinates exhibit property logistics and maintenance.
• Manages event timelines and technical requirements received from conference organizers.
• Determines and secures Parexel attendees based on the strategic priorities of the event.
• Supports the development of event promotions, internal communications, and social media plans.
• Conducts research for proprietary Parexel client receptions tied to key events.
• Works with the marketing team to research and identify new event opportunities and provide recommendations.
• Controls inventory of promotional products used specifically at events.
• Oversees group hotel bookings.
• Provides regular updates to Parexel business groups as needed.
• Partners with social media team on event-related content and timing.
• Coordinates food & beverage, branding, planning for proprietary Parexel client receptions tied to key events.
• Coordinates communication with speakers from initial outreach to post-event follow-up in collaboration with service line marketing.
• Manages the events thought leadership tracker.
• Provides event-day support and serves as the primary point of contact for speakers during the event.
• Handles speaker requirements from presentation materials, bios, head shots to other relevant content.

Execution and Reporting

• Handles the contract review, management and execution process.
• Maintains accurate records and reconciles each event budget.
• Manage payment of event-related invoices within the approved budget, following the event purchasing process (vendor set up and POs), resolving vendor inquiries, and tracking expenses.
• Partners with the service line marketing team to suggest & create speaker topic ideas, develop relevant speaker abstracts and write/edit thought leadership submissions for conference producers in accordance with deadlines.
• Ensures corporate platforms and calendars are up to date with accurate event information.
• Manages internal badge registration in accordance with conference deadlines.
• Owns pre-and-post event briefing document.
• Ensures that speakers understand their roles and expectations for the event in collaboration with service line marketing.
• Follows thought leadership review process to ensure presentations meet event guidelines and are on-brand in collaboration with service line marketing.
• Maintains all speaker materials for conference submission and backup speaker resources for any potential technical or logistical problems.
• Addresses any last-minute issues or changes with speakers, such as cancellations or delays in collaboration with service line marketing lead.
• Leads onsite project management for up to 30 U.S. events.
• Ensures a high-quality presence at each trade show by overseeing the production of in-person or virtual exhibits in collaboration with third-party booth vendors, following established guidelines and processes.
• Evaluates event success through attendee feedback, data analysis, and reporting.
• Develops post-show analysis along with managing lead distribution and follow-up.

Skills

• Possesses a solid understanding of event best practices and emerging trends.
• Demonstrates strong interpersonal and communication skills (written and verbal), with the ability to effectively communicate with all management levels, internally and externally.
• Takes ownership of work with minimal supervision and is perceived as a valuable team member.
• Shows passion, high energy, and results-oriented mindset, with the ability to thrive in a fast-paced, demanding environment with evolving priorities.
• Displays proactive initiative, high work standards, attention to detail and accuracy, professionalism, and project management capabilities.
• Adopts a client-focused approach, maintaining a professional demeanor with a positive attitude under pressure.
• Demonstrates strong budgeting skills with the ability to manage event finances within allocated budgets.
• Physically capable of lifting up to twenty-five pounds and transporting event materials and supplies.
• Available for overtime work, as necessary.
• Willing to travel up to 30% of the time required for live/in-person events, suggested site visits, etc.

Knowledge and Experience

• 6 years of events experience in the biopharmaceutical industry preferred, whether from working in-house at a pharmaceutical or biotechnology company or serving the industry through a marketing agency.
• Proficiency in event management, including best practices and technologies.
• Strong client relationship and customer service skills
• Understanding of trade show production timelines
• Ability to act quickly and decisively to address unexpected issues
• Exhibit excellent time and project management skills, capable of delivering projects within tight timelines.

Education

• Bachelor's degree (BA or BS) in Marketing, Communications, Business, or a related field; or a combination of relevant education and experience
• Events training or certification is highly desirable.