This position will play an integral role within the American Express newly established client dedicated Congress & Events Department.
This team is being created to support the Client’s internal HQ teams who manage a range of events including International Congress, Standalones and Product Launches etc. These involve both event and delegate management together with liaison with affiliates/local HCPs and third parties where necessary.
General position summary:
The Project Manager (PM) works for one specific or several clients and is in charge of the project lead for events of different type and the control of suppliers. He/she is experienced in all stages of the project lead, competent, convincing and efficient in implementing functional requirements.
The PM independently executes complete events, from briefing to client consultation up to the final invoice and control of success.
In case travel logistics is required for the specific project, the PM works closely with the Travel Logistic Planner to work out, offer and execute the best possible solution. He/she is the first point of contact for the customer. The PM is pro-active and an allrounder with solid knowledge of the market and industry. The SPM remains proactive, target group oriented and engaged in challenging situations, keeping focus on profitability and client relationship and its development.
Responsibilities:
The following responsibilities are required for this position:
• Provide logistical and administrative support to the international Congress & Events team working across various different areas.
• Research suitable venues for Standalone/Product launches/offsite dinners and produce comprehensive and informative proposals including budgets
• Negotiation with Congress Housing Bureaux / agencies / hotels to secure the relevant accommodation blocks and rates
• Negotiation with PCOs with regards to satellite symposium, additional meeting requirements etc
• Creating Enquiry specs in order to communicate via phone/email to appropriate venues and/or third party suppliers
• Creating files for each event documenting all information and communications
• Logging enquiries into Enquiry System
• Researching and collating information on specific international congresses
• Liaising with Convention Bureaux in order to ascertain City specific information to add to Congress information.
• Attendance at Client Kick Off Meetings, 3rd party meetings, site inspections as necessary (this may include evenings and weekends)
• Understanding and application of the Client’s Congress and Events SLA and SOPs in particular the use of the clients tool for delegate management and reporting
• Preparing and sending out Congress mailings
• Collating delegate reply responses from invited Congress delegates and maintaining appropriate database
• KOL/Speaker/Faculty communication according to local regulatory guidelines
• HCP and Client Staff delegate management according to local regulatory guidelines and Starcite technology
• Management of relevant event reporting via excel/client specific tool functionality – rooming, delegates, transfers, arrival/departure lists
• Preparation of event collateral – welcome packs, departure letters, useful information, badges
• Understanding of the Client’s/American Express’ financial and payment processes – raising of Purchase Orders etc.
•Chasing post event invoices and assisting with reconciliation of files
•Collating input from post event evaluations
•Onsite support and management of event where applicable
• Monitoring and ordering Department stationery supplies
• Maintaining additions and amendments to Department Manuals and SOPs where applicable
• Assisting other team members on projects and providing administrative support where applicable
• Maintaining filing systems of hotel brochures, destination information and other literature
• General office duties including photocopying, filing, faxing
• Diary Management
• Keeping up to date with industry news, changes at hotels, developing relationships with certain preferred vendors
Qualifications:
• Experienced congress/event meeting executive preferably with Pharmaceutical Congress Meetings Team
and/or Agency experience
• Some knowledge and experience of working within Pharmaceutical industry – Brand Team, therapy areas,
regulatory restrictions
• Experience of working with multi country HCP delegate management and associated regulatory/compliance
requirements
• Existing relationships with KOLs within life science areas would be of benefit (but not essential)
• Excellent administrative skills and able to handle a number of different projects at any one time. Must be
flexible and able to work under pressure
• Good financial acumen including use of excel
• Previous knowledge and experience of Starcite, Cvent or other meeting management tool specifically around delegate management and reporting would be useful.
• Excellent oral and written communication skills and presentation abilities that ensure critical messages can be
delivered succinctly for complete buy-in from a variety of audiences.
• Ability to deal and communicate effectively with all stakeholders including customers (KOLs, HCPs, Speakers) at
all levels with confidence and credibility.
• Existing knowledge of travel management especially group travel would be of benefit.
• Comfortable with working both independently and as part of a team. Able to work on own initiative.
• Demonstrated ability to analyze situations, negotiate and make decisions in a fast paced environment.
• Recognizes systems/root causes and identifies alternative solutions through analytical approaches.
• Must be flexible and able to travel (often at short notice) to attend meetings and onsite at events.
• Fluency in both written and spoken English - knowledge of a second European language in particular German
would be beneficial .
Challenges:
• Taking responsibility towards the customer and the projects.
• Execute customer requirement and adherence of framework requirements like Service Level Agreements, Compliance-Requirements etc.
• Good standing with involved third party suppliers, contractors and freelancers and acceptance as project manager.
• Pro-active action and anticipated planning in the project management. Identification of weaknesses and duly escalation.
• Ability to work under pressure and good time management.
Location
Switzerland>Zurich>Zurich
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