Event Operations Associate

Event Operations Associate

Requirements

• Bachelor’s degree in business, operations management, event coordination, or related field.
• 1-2 years of event operations experience in a pharmaceutical setting preferred.
• Strong understanding of pharmaceutical guidelines and regulations (e.g. PhRMA Code relevant to speaker programs and interactions with HCPs, Physician Payments Sunshine Act).
• Strong understanding of speaker bureau and commercial operations logistics.
• Proficient with MS Office Suite (Word, PowerPoint, Visio, and Excel)
• Proficient with Virtual Platforms (Microsoft Teams and Zoom).
• Strong organizational, communication, and multitasking abilities.
• An analytical and detail-oriented approach to risk identification and problem-solving.
• Ability to set priorities, deliver on deadlines and develop workflow processes and tasks in an evolving, dynamic marketplace. Strong analytical skills and budget management.
• Ability to work collaboratively within cross-functional teams in a fast-paced environment.
• Expertise in Microsoft Power Automate and Jira system workflows.
• Microsoft SharePoint administrative skills in managing event operations site and assets.
• Proven proactive, collaborative leadership, with ability to identify challenges and provide solutions.
• Skilled in Microsoft suite (PowerPoint, Word, Excel, Outlook).

Responsibilities

• Drive operational excellence by refining processes and tools, mitigating risks proactively, and maintaining compliance across Speaker Bureau activities and HCP engagements.
• Own vendor management which includes onboarding, training and accountability.
• Build strong rapport with vendors and internal stakeholders to ensure compliance, identify areas of risk and develop mitigation plans that provide flawless operational execution.
• Lead the onboarding and training of vendors for managing Speaker Bureau activities and HCP engagements, driving end-to-end processes such as contracting, developing self-service guides, and ensuring effective workflows for fee-for-service HCP and Patient contracts.
• Optimize and manage business-critical tools, including SOPs, business rules, and guidelines, to support Speaker Bureau and HCP engagement processes, while ensuring vendors and stakeholders have seamless access to actionable resources.
• Manage Sales Field teams, vendors, and cross-functional stakeholders, which includes addressing queries and resolving escalations, and coaching vendors on remediation strategies to achieve operational excellence.
• Collaborate on agenda development and assist with meeting management while maintaining accuracy in contract reviews with the Event Operations team.
• Lead innovation and system workflow enhancements by collaborating with IT for Speaker Bureau and HCP engagement systems.
• Administer tools like Microsoft Power Automate to manage workflows for vendor attestations, speaker nominations, and HCP forms efficiently.
• Analyze HCP Background Screening Reports to ensure compliance standards are met, maintain audit-ready processes, and regularly review and update records.
• Lead quality control efforts to ensure Speaker Bureau and HCP engagements are closed and compliant.
• Proactively identify risk and develop mitigation plans to uphold compliance and process guides.
• Build strong relationships with vendors and internal teams through effective communication and seamless collaboration to ensure flawless operational execution.
• Co-lead program analytics to evaluate performance vs. industry benchmarks and internal KPIs.

Preferred Qualifications

• 1-2 years of event operations experience in a pharmaceutical setting preferred.