Event Specialist

Event Specialist - Enhance Customer Experience through Exceptional Event Management

The Event Specialist plays a pivotal role in the efficient planning, execution, and management of assigned events within their business unit. This role requires a strategic mindset and expert knowledge of various event types and management guidelines. The Event Specialist serves as a key point of contact, providing best-in-class support to meeting owners and cross-functional teams to deliver outstanding customer experiences.

• Key Responsibilities:
• Comply with and ensure adherence to company policies and procedures related to Meetings and Events, and other relevant policies.
• Deliver strategic project management and execution of internal and external events for Medical, Marketing, and Sales teams, including event conceptualization, branding, and logistics.
• Manage internal and external customer travels, including visa, air ticket, accommodation, registration, ground arrangements, meals, and other logistics.
• Collaborate with meeting owners on event planning, venue sourcing, program development, budget management, approvals, and other requirements.
• Provide on-site support to manage events from all aspects, including meeting and attendee logistics, vendor coordination, and overall event operations.
• Ensure complete and accurate pre- and post-meeting requirements and timely upload of all necessary documentation.
• Handle international meeting approvals, manage logistics for hosted international speakers, and maintain a systematic and accurate event calendar.
• Post-event tasks include meeting documentation, tracking reports, payment process, supplier evaluation, expense allocation, and chargebacks.
• Ensure integrity in business dealings with third parties, securing necessary due diligence and agreements.
• Act as the main contact to coordinate between departments and communicate with the field force to secure necessary documents and deliver required logistics.
• Manage Purchase Requisitions (PR) and vendor payment requests, ensuring relevant supporting documents are secured prior to commitment and payment.
• Responsible for the record management of relevant business records, with a high attention to privacy and record retention policy.

Key Requirements: Preferably 2-3 years of event management experience, preferably in the healthcare industry. Proven project management skills, decision-making and problem-solving abilities, planning and organizational skills, excellent communication, customer focus, influence and negotiation skills, attention to detail, ability to work under pressure, and the ability to work effectively through cross-functional teams and third parties.