Events Coordinator, Avalere Health
Salary not provided
Excel
Junior and Mid level
Remote in UK
London
More information about location
Global healthcare communications agency
Be an early applicant
Global healthcare communications agency
1001+ employees
HealthcareB2BMarketingConsulting
Be an early applicant
Salary not provided
Excel
Junior and Mid level
Remote in UK
London
More information about location
1001+ employees
HealthcareB2BMarketingConsulting
Company mission
To imagine new possibilities for a healthier world and create the connections that make better health happen.
Role
Who you are
- University education in Event and Festival Management, Business Admin or related field
- Events background, ideally having worked in an agency or pharma, with 18 to 24 months’ experience. Exposure to a range of events, such as advisory boards, congresses, exhibitions and standalone events would be an advantage, but not essential
- Strong computer skills are required, including knowledge of MS Outlook, Word, PowerPoint and Excel
- Experience of Cvent in building site and managing registration process a plus
- Excellent communication skills, verbally, written and face-to-face
- Must be a team player and able to work effectively within the events and account teams
- Demonstrate a high degree of accuracy and attention to detail
- Able to work on own initiative; prioritise tasks and activities to deliver within agreed deadlines
- Be attentive and able to understand and act on requests from internal teams and clients
- Excellent organisational skills with the ability to multi-task and work under pressure
- Experience with European and international travel
What the job involves
- The Events Coordinator (EC) supports Events Managers in the delivery of specific elements of meetings across the group
- The EC is responsible for taking the lead on smaller meetings or repeat projects once mastered (e.g. advisory boards, small investigator meetings and preceptorships where client relationship is established, or experience of event format exists) with appropriate guidance from senior team members
- This role includes attending approximately 12 domestic/international meetings per year
- The EC will provide internal project support to Events team across client accounts, including event planning and onsite logistics, faculty communications, financial management, and compliance
- The EC ensures that projects are consistently delivered to specification and within Avalere Health and clients’ standard and within budget
- Must be able to work on simultaneous events and attend European and International, as required
- Draft, develop and distribute faculty/delegate and other attendee communications, such as invitation letters, bulletin of information, logistics forms, confirmation details, welcome letters, personal itineraries, departure transfer information, and thank you letters
- Arrange and book faculty/delegate flights in line with client travel policies and arrange visa applications, where necessary, in accordance with company policy
- Arrange faculty teleconferences for briefing calls
- Manage consultancy agreements and liaise with clients legal departments for honoraria fair market value (FMV) rates
- Collate, check and prepare honorarium and expenses payment sheet post-meeting
- Venue search in line with the pharmaceutical industry regulations and client hospitality guidelines; draft venue recommendations document detailing costs and facilities for meeting space and restaurants for group dinners
- Liaise with third-party suppliers (e.g. transfer companies for transfers and dinners)
- Set up online registration sites (eg, Cvent), maintaining regular updates to contact details
- Manage and deliver all meeting-related tasks, as requested by senior Event team colleagues, in-line with company style and client compliance/house style, including tracker of participants/speakers and pre-meeting preparation (e.g. collation of welcome packs, onsite equipment, ordering currency, Avalere Health team travel)
- Manage airport transfers and dinner, where applicable
- Provide onsite events support at meetings, as required
- Set-up Whatsapp distribution list for the meeting
- Support Events lead onsite, ensure that all final arrangements are in place, including any AV requirements
- Be a primary onsite contact for client, delegates and third-party suppliers
- Monitor flight arrivals and transfers to ensure smooth arrivals for the faculty/delegate and inform Events lead of any delays/cancellations/no shows
- Meet and greet of all attendees
- Provide logistical support and advice to attendees the to ensure smooth and successful delivery of the meeting
- Review all final invoices or daily function sheets to agree final costings prior to leaving
- Execute agreed-upon roles and responsibilities involving tasks such as venue liaison, delegate management, and faculty management role
- Attend internal project brief meetings, all client calls, and status meetings contributing to updates to status reports and project debriefs
- Projects
- Ensure the client is kept fully informed throughout the project by arranging and attending regular status meetings, developing, maintaining and distributing status reports at timely intervals and arranging project debriefs following each event
- Liaise with suppliers to obtain quotations, secure services and with finance team for payments ensuring a financial tracker is created and maintained per event to record all supplier charges and credit card charges for reconciliation purposes
- Undertakes, where necessary, client’s compliance/due diligence training programmes and educate and coach other members of the Events team
- Attends internal and client sessions, as applicable, and refers to checklists to ensure awareness of and updates to guidelines
Salary benchmarks
Our take
Avalere Health, founded in 2001 and formerly known as Fishawack, has built a strong reputation as a leading provider of cross-border strategy consultation, communications, and marketing expertise for companies in the biopharmaceutical, medical technology, and wellness industries.
Though the company doesn’t make its exact customer list public knowledge, it does claim to serve all of the top 20 pharmaceutical companies in the world, as well as a number of breakout biotech and medtech enterprises. In the over two decades since its founding, it has acquired and merged 19 healthcare firms worldwide - including Avalere Health from which it takes its new name.
Given that it’s grown from one location in the UK to encompass teams across the US, Europe, and Asia, the company appears to operate from a position of serious strength in this trillion-dollar space. Recently, it seems Avalere has focussed on building out its leadership team as it embraces its new branding and manifesto.
Steph
Company Specialist at Welcome to the Jungle
Insights
Company
Company benefits
- The tools, skills, and support you need to think differently and to solve healthcare’s most complex challenges
- Career Experience team, whose mission is to provide every employee with a purpose-driven career
- Personalized learning and training
- Hubs across North America, Europe, and Asia, geared toward collaborating, training, socializing, and coming together as a global organization
- Flexible working practices
- Company pension/retirement plan
- Private medical insurance
- Employee wellbeing initiatives
- Compelling time-off policy
Company values
- We act with integrity - We are honest and straightforward in all our interactions and relationships
- We are authentic - We show up to work as our true selves and communicate openly with our colleagues
- We value difference - We treat everyone with empathy and humility, fostering a culture that is equitable, diverse, and inclusive
- We play for the team - Together we achieve so much more
- We enjoy the journey - We are inspired by our team, our work and the opportunity to be a part of creating a healthier world
Company HQ
Knutsford, UK
Articles
Leadership
Jon Koch
(CEO, not founder)Was hired as CEO in 2021 after spending three years as SVP and CEO of the Global Dental Group at Henry Schein. Prior to this they spent more than 11 years in General Management, VP, and Group President roles at pharmaceuticals company Covance (now Labcorp Drug Development).
Diversity, Equity & Inclusion at Avalere Health
- We are committed to embedding diversity and inclusion in every aspect of our organization. We encourage diversity of thought, inclusive behavior, and break down barriers to ensure every individual feels valued and encouraged to contribute their unique abilities and potential. As part of our commitment to building a healthier world, every employee is also encouraged to participate in our community engagement efforts, which support a wide range of healthcare programs and wellbeing causes worldwide
Share this job
View 2 more jobs at Avalere Health