Event Planning Project Manager (Event/Conference Management) (Pharma/Medical Device)

Location: Hybrid in Irvine or North Chicago - cannot be remote

Length of assignment: 6 months to start. Possibility of extension and / or FTE

SUMMARY:

• The Senior Project Manager Events is responsible for the end-to-end event planning and project management support including (not exhaustive) functional and external events such as Yearly All Hands, Aesthetic Diversity Summit, Science of Aging Symposium and Skincare R&D Summit and as well project management for Culture, Capabilities and Onboarding initiatives.
• This person will be responsible for guiding the process of thoughtfully planning and executing meaningful, engaging events and ensuring each team member contributes at a high level and meets established goals.
• This person will set a clear expectation of each engagement and drive outcomes to ensure successful execution of both internal and external meetings.
• This is role requires strong project management, event planning and support of several projects and continuous improvements.
• The position operates in a highly regulated environment, ensuring compliance to the HCP code and other regulations.

KEY DUTIES AND RESPONSIBILITIES: 60%

• Functional and external events such as Yearly All Hands, Aesthetic Diversity Summit, Science of Aging Symposia and Skincare R&D Summit Event Management – location scouting, scheduling and leading planning meetings, coordinating event logistics, communicating with participants, preparing meeting materials, and executing onsite, production vendor management.
• Co-ordination with creative agencies for logistics for the Science of Aging events
• Agency SLA management and RFPs when appropriate
• Maintaining and reconciling event budgets
• Management of multiple agencies involved in all aspects of the projects; conducting reviews to maintain alignment on projects and ensuring costs are contained
• Plan, coordinate and keep contents to ensure focused meeting cadences and outcomes.
• Management of process for all event materials
• Creation of communication plans for all meetings and events
• Working closely with Business Technology and Digital team to maintain/enhance virtual event processes
• PO, invoice, payments management for all events

Operations & Projects: 30%

• Creative management and content creation for functional teams presentations
• SharePoint ownership for process improvement and content enhancing
• Business Processes building and continuous improvements for event planning
• Continuous improvement and project coordination support for large scale projects undertaken and led by Director Strategic Planning & Projects & Chief of Staff (i.e Onboarding, Culture, SharePoint).

Develop and maintain event industry knowledge: 5%

• Recognise event industry trends and understand current travel guidelines
• Maintain excellent venue and destination knowledge
• Comply with current pharmaceutical code of practice in relation to meetings and events
• Continuously evaluate emerging technological innovations to enhance event production and virtual offerings

Compliance and Governance: 5%

• Ensure that all activities related to events are compliant and in line with the internal and external standards
• Ensure that payments for KOLs are received on time

ESSENTIAL EXPERIENCE, SKILLS AND COMPETENCIES:

• Bachelor’s degree in business, Life Science or Project Management
• Broad understanding of the pharmaceutical business and strong project management/project planning experience on global projects
• Must have extensive experience conceiving, creating, and delivering business presentations to senior management and cross functional teams
• Ability to work in a fast-paced, dynamic, evolving environment with previous experience in the pharmaceutical industry
• Outstanding organization skills with close attention to detail
• Highly professional and Proven Learning Agility
• Ability to work well under pressure
• Expert technology skills (e.g., MS Office software, SharePoint Skills) especially Smartsheet
• Professional experience 7 years of event/conference management experience
• Knowledge/experience of regulated/high compliance sector

OTHER REQUIREMENTS (e.g., travel):

• Ability to travel up to 10% internationally, including overnight stays is required

Job Type: Contract

Pay: $70.00 - $72.00 per hour

Expected hours: 40 per week

Benefits:

• Health insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• Bachelor's (Preferred)

Experience:

• project management: 7 years (Preferred)
• event/conference management: 7 years (Preferred)
• SharePoint: 7 years (Preferred)
• pharma or medical device or biotech or healthcare industry: 5 years (Preferred)
• event planning: 7 years (Preferred)

Ability to Commute:

• North Chicago, IL 60064 (Preferred)

Work Location: In person

Salary : $70 - $72