EMEA Events Excellence Specialist

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Job Function:

Medical Affairs Group

Job Sub Function:

Professional Medical Education

Job Category:

Professional

All Job Posting Locations:

Bratislava, Bratislava, Slovakia, Bucureşti, Romania, Budapest, Hungary, Milano, Italy, Pefki, Attiki, Greece, Prague, Czechia, Riga, Rīga, Latvia, Vilnius, Vilniaus Apskritis, Lithuania, Warsaw, Masovian, Poland, Zagreb, Grad Zagreb, Croatia

Job Description:

OVERALL, PURPOSE OF JOB:

The EMEA Events Excellence Specialist plays a key role in collaboration with the Therapeutic Area in the coordination and implementation of customer engaging activities and events in line with EFPIA code and internal J&J policies, including managing the set up and operational execution of events and in close collaboration with Medical Communications Agencies, Digital and Logistics agencies etc.

MAIN ACTIVITIES/TASKS:

1. Event Preparation

• Work with respective EMEA Teams and stakeholders and contribute to annual plans of events and programs

• Coordinate the preparation of HCC sensitive Events with the EMEA teams' budget owners.

• Responsible for set up of preparation meetings with budget owners and internal/external stakeholders/agencies

• Proactively reach out to budget owners in a continuous way and escalate
  issues if needed

2. Event Project Management

• Responsible for preparation, conduct, and closure/reconciliation of HCC sensitive cross border  events (standalone, congresses, TASC meetings), sponsorships and educational grants.

• Together with internal key stakeholders select & contract medical communication, production (including digital) and logistics agencies for each event and manage careful monitoring and oversight of agency costs.

• Together with the event owner, manage HCP communications and relationships

• Coordinate, align and act as primary contact point with all external agencies (MedCom, logistics, production)

• Cross-functional alignment for congress-related activities: act as main contact point to the congress office, disseminate relevant information cross-functionally, align cross-functionally where applicable on contracting, invoicing, and exhibition booth compliance

• Collaborate closely with the Events Excellence Associate for congress activities, specifically in the areas of pre-congress planning and sponsorship activities.

• Closely work with the Event Support Teams to follow contract, payment processes and event post filling reconciliation

• Align with OpCo colleagues on dissemination of materials and the localization of regional (parent/child) events and handle logistic updates and communication with OpCos on event basis

• Ensure effective onsite delivery

• Coordinate event wrap-up and evaluation including feedback forms, After Action Review (AAR) and reporting of KPIs

• Close and reconcile events against agreed budgets

3. Educational Grant or consultancy agreements management

• Together with the budget owner, obtain the required documentation for submission

• Guide event owners on HCC (Health Care Compliance) documentation and cross-border compliance requirements.

• Closely work with the EMEA Event Support (P2P) team to follow contract and payment processes

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4. HCBI tasks

Management all HCBI aspects related to event project management:

• iCONNECT submission, exception or incident (unplanned deviation),

• Maintain audit-ready documentation and manage exceptions in accordance with business processes.

• Oversee and review contracts with customers, ensure appropriate invoicing, and financial reconciliation, including Transfer of Value (ToV) disclosures.

5. Budget management tasks

• Follow-up with involved agencies their budget estimates and work orders/contract

• Request PO numbers and work closely with the Event Support Teams

• Follow up on invoices and reconciliations, support budget owner with reconciliation review of events (review agency budget proposals according to job description and rate cards).

• Provide Event Support Teams with all required information for the budget consolidation

• Support budget owners in reviewing agency proposals and reconciliations and ensuring alignment with rate cards, negotiating costs and delivery of high-quality services

 6. General

• Ensure that all activities are carried out in compliance with regulatory guidelines, HCBI and company policy

• Maintain open communication and cooperation with other individuals in EMEA Therapy Area Team and EMEA Events Excellence Team to ensure knowledge exchange and sharing of good practice.

• Look for efficiencies and improvements in the related business processes

• Mentor the EMEA Events Excellence Associates

Experience & skills:

• Experience in an events-related role in the pharmaceutical industry or events related agency, min 4 years.

• Familiarity with EFPIA and local codes in EMEA countries

• Ability to identify and resolve issues that arise during execution of task.

• Awareness of, and advanced training in, Healthcare Compliance Business Integrity (HCBI).

• Experienced in high complexity in decision-making.

• Experienced in working in a complex matrix / virtual environment

• Advanced proficiency in project management.

• Excellent interpersonal, organizational skills, time-management skills and communications
  skills, both written and verbal.

• Proven skills at developing and managing varied relationships within and outside the company.

• Highly organized and process driven.

Preferred knowledge:

• Knowledge of J&J travel policies (AMEX), and internal systems used (including Concur,

• ICD, iCONNECT, CBI tool, HPR and others)

• Awareness of and adherence to Johnson & Johnson Credo values

 

Requirements:

• BSc University Degree or other project management certification; advanced academic qualifications, such as an MS/MA degree are a plus.

• Fluency in English language required

• Fluency in additional EMEA languages an advantage

• This position requires frequent travel within Europe and other regions (~30% during congress busy periods)

Location: the role holder will be expected to be based in their current country of residence as long as easy access to travel/transportation and local hosting is available in a Johnson & Johnson Innovative Medicine Commercial office.

Required Skills:

Preferred Skills:

Brand Marketing, Business Savvy, Channel Partner Enablement, Coaching, Communication, Learning Materials Development, Medical Affairs, Medical Communications, Mobile Learning, Organizing, Partner Onboarding, Problem Solving, Program Management, Sales Presentations, Technical Credibility, Training Delivery Methods, Training People

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