Programme Specialist

Assist in the planning and execution of pharmaceutical meetings. Partner with program managers to manage multiple client programs simultaneously with independent management of key aspects of programs. Create and update customised registration web sites and meeting apps within registration website system and attendee communications. Create and modify program and attendee status reporting. Provide onsite support to the program manager, client and attendees for meeting excellence. Attendee contact for tracking logistics (hotel, travel, transportation).

Responsibilities

• Participate in program kick-off and planning calls with clients and internal project teams.
• Begin to learn the development of program timelines and deliverables.
• Become proficient with Cvent to identify hotel/venue sourcing and registration set up.
• Scrub, upload and manage client invitation lists to ensure complete contact information for potential attendees.
• Utilise department templates to create attendee email communications (Save the Date, Meeting Invitation, Reminders, Thank You).
• Begin to learn role with attendee communications, management of shared mailbox with attendee registrations, housing, air and ground transportation arrangements, secure client approvals for budget exceptions.
• Manage meeting recruitment via email and follow up coordination with internal team.
• Oversee (daily) invitation status in online meeting management database and master RSVP report.
• Begin to build and manage customised web-based meeting app to include meeting agenda, bios, breakout paths, floorplans, meeting materials, ppt presentation access, surveys, etc.
• Coordinate arrangements (audio visual, food & beverage, room set up) for dinners & receptions.
• Onsite responsibility for dinners and receptions (attendee sign ins, run of show timing, F&B management, dietary requests).
• Manage registration, housing, air and/or ground transportation arrangements and tracking status for ongoing updates.
• Provide onsite facilitation support working directly with clients, hotel, vendors, internal team, and attendees.
• Compile meeting reports using web-based meeting management tool, (OnArrival for attendee sign ins to meet compliance requirements).
• Interact with external clients and vendors, assist in expediting deliverables and ensure customer service excellence.
• Manage data entry and reports: Attendee profiles, Travel itineraries, Registration status, Dietary requirements.
• Assist in obtaining CV and W8/W9 forms.
• Create and prepare all on-site meeting materials to include welcome letters, evaluations, hotel map, agendas.
• Oversee print vendor and shipment of meeting materials. Track shipments.
• Order and manage supplies and materials for meetings.
• Save all project-related documentation in shared drive following meeting execution.
• Reconcile and submit meeting expenses through Concur.
• Flexibility to manage multiple meetings simultaneously while continuing to work within established deadlines.
• Assist program managers in various ancillary pre, during and post meeting activities.
• All other tasks as needed and approved by manager.

Requirements

• College Degree.
• 1-2 years Work Experience.
• Ability to establish and maintain excellent relationships with internal and external clients.
• Proficient in Microsoft Office applications, with a heavy emphasis in Excel.
• Able to travel (up to 50%), including weekends.

Core Competencies

• Cvent training and proficiency is required.
• Previous meetings or pharmaceutical experience is preferred; will consider hotel/audio visual/sales experience.
• Have a basic understanding of a clinical research organisation/contract commercial organisation.
• Be able to demonstrate analytical, decision-making and problem-solving skills.