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Senior Event Planner – Paddington, London – FTC until the end of 2020

Nicholas Howard Limited are delighted to be recruiting for a new and exciting role as a Senior Event Planner.

Based in Paddington, the successful candidate will provide support to the day-to-day operational and logistical needs on the International Meetings & Events Team. This role is responsible for partnering with internal stakeholders to manage a comprehensive events calendar and all logistical activities to meet the target goals and objectives. The role will assist in the development of meeting strategies, act as a cross-functional lead to ensure activities are aligned and support the overall meeting strategy. This role will be responsible for the coordination of program planning to include sourcing and site selection, contract negotiation, project management execution, third party supplier management, onsite management (if needed) and final bill reconciliation to include transfer of value reporting, while providing exceptional levels of customer service and excellence in operations execution.

This is a highly collaborative position where decisions will be made in a team environment, involving key stakeholders from internal departments as well as external partners. This position requires extensive contact with key stakeholders to secure meeting requirements, the ability to communicate effectively with logistics and other third-party vendors and ensure excellence in operations, on-site execution, financial reconciliation and all transfer of value (TOV) compliance reporting. This role will require strong project management and communication skills. The candidate must be highly organized, flexible, and be able to thrive in a fast-paced environment managing multiple projects with tight deadlines.  The candidate should understand the business / corporate culture and be able to keep up with evolving priorities.

The role will be based in Paddington and will report into the Senior Manager of International Meetings & Events who is based in the Global Headquarters in Boston.

The ideal candidate will have strong project management and communication skills and be able to prioritize work with little supervision. Experience of Cvent Event Mgt software program would be an advantage.

This role will be expected to work to ensure the delivery of the highest standard of excellence to our business stakeholders. In addition to sound & proven technical capabilities, the role requires strong & mature interpersonal skills at all levels internally & externally requiring a significant amount of collaboration throughout all levels of the organization. S/he should understand the business, corporate culture & be able to keep up with evolving priorities. S/he will be contributing to broader department programs & company goals. A high level of initiative, self-motivation, flexibility, creativity & collaboration is required to develop, plan and execute successful meetings and events.

Key Responsibilities:

  • Manage projects from request through to final delivery in accordance with the Meetings and Events Policy and all applicable policies. Develop clear and thorough project plans, detailing internal tasks, client reviews and approvals. Set up and manage necessary touch points. Understand stakeholder review and approval processes and ensure the plan accommodates necessary review cycles.
  • Act as the primary liaison and customer service champion with business partners to plan and execute events to the highest standard.
  • Manage and execute large to medium size events, providing strategic event best practices and cost savings guidance including timelines, deliverable, goals, objectives, project plans, site recommendations, contract negotiations, budgets, catering, audio visual production, travel arrangements and on-site support.
  • Take initiative to proactively identify and solve issues as they relate to project execution.
  • Identify where processes can be improved, develop an approach, and work with management to implement changes as needed.
  • Understanding of the organization and culture including regulations, policies and reporting requirements. Skilled in strategy, planning, forecasting & budgeting of events of varying size and scope.
  • Strong project mgt. & communication skills required, ability to communicate & collaborate effectively across all levels of the organization.
  • Be a resource to stakeholders by providing tactical input & guidance to identify organization goals and objectives Be an active member of cross functional planning teams for large scale events that include high-level executives setting timelines, deliverable, goals, objectives, strategy and project plans.
  • Able to interact with all levels of the organization and agency regarding every aspect of the meeting.
  • Proven ability to think on their feet to identify and solve potential issues collaboratively within a team environment.
  • Manage and prioritize multiple priorities within a dynamic, fast-paced, high-demand environment while maintaining accuracy.
  • Strong organization, time management and budget management skills.
  • Creative and strategic thinker to move projects through completion.
  • Strong negotiation and analytical skills.
  • Responds positively to direction and takes initiative in planning a timely course to project completion.
  • Traveling to & support off-site event delivery & execution when required (up to 40%).

Minimum Qualifications:

  • University Degree preferred.
  • 5+ years of direct meeting & event planning experience preferred.
  • Broad based pharmaceutical related Meeting Planning experience.
  • Knowledge of PhRMA Code and current / emerging regulations governing interactions with HCPs and spend reporting.
  • Excellent computer skills, including Microsoft Office Suite, especially Word, PowerPoint and Excel.
  • Prior working knowledge of Cvent Event Management software program.
  • Strong organization and time management skills, working to often challenging and changing deadlines.
  • Flexibility and ability to successfully navigate ambiguity and succeed in a rapidly changing, fast-paced, deadline-driven environment with multiple priorities.
  • Proven leadership skills and ability to collaborate well with internal peers.
  • Responds positively to direction and takes initiative in planning a timely course to project completion.
  • Has the ability to think creatively and strategically to move projects through completion.
  • Embody the Core Values of Uncompromising Commitment to Patients, Fearless Pursuit of Excellence, Innovation is Our Lifeblood and “We” Wins.
  • A desire to be part of a highly innovative company aimed at transforming the lives of people with serious diseases, their families and society.
  • Experience speaking a language other than English a plus.

To be considered for this position please apply below.