Senior Event Coordinator (Life Sciences)

Job Title: Senior Event Coordinator (Life Sciences)

Location: London, UK (Hybrid – 2 days in-office)

Role Type: Permanent, full-time

We are Decisive Consulting:

Decisive Consulting is a privately owned, rapidly growing Market Access consultancy with clients ranging from emerging biotech organisations to global pharmaceutical companies. We solve our client’s most challenging issues – including pricing, access, value, portfolio design, launch strategy, partnership strategy, and policy development – through active support where it’s needed and harnessing the power of rebel thinking for better decisions.

About this role:

We’re seeking a proactive and highly organised Senior Event Coordinator to join our operations team. This role requires a strong problem-solver who will thrive in the fast-paced nature of our work, where key deadlines and timelines are constantly evolving and can take the lead in decision-making and is a proactive communicator. The ideal candidate thinks two steps ahead, anticipating the needs of the team to ensure seamless internal operations and maximise our impact at industry congresses.

Key qualities for success in this role include exceptional attention to detail, the ability to manage multiple priorities, and strong collaboration skills to work effectively across teams. The successful candidate will be responsible for planning and delivering life science industry events, coordinating internal team events, and, during non-congress seasons, supporting marketing, business development, contracting, and operational functions. Adaptability, a solution-oriented mindset, and the ability to remain calm under pressure are essential for excelling in this fast-paced environment.

We are a highly connected team that is passionate about our work and our unique approach, committed to providing you with comprehensive coaching, unwavering support, and meaningful challenges that will accelerate your professional growth and development.

Your Key Responsibilities:

1. Congress and Event Management
   • Lead the planning and execution of pharmaceutical and medical industry events, including congresses, advisory boards, and internal meetings
   • Oversee event logistics, including venue selection, scheduling, stakeholder coordination, and material preparation
   • Manage relevant stakeholder relationships to ensure seamless event delivery
   • Track and manage event budgets, timelines, and compliance considerations
   • Coordinate all travel arrangements, including booking flights, hotels, airport transfers, and other necessary logistics for attendees
   • Ensure smooth onsite and virtual event operations, working closely with internal teams and external partners
   • Plan and manage internal team meetings, typically held twice a year, to bring the team together for strategic discussions, training, and team building
   • Oversee all aspects of internal events, including venue selection, accommodation, travel coordination, and catering to ensure a seamless experience for attendees
   • Develop agendas, coordinate speakers or facilitators, and manage materials and logistics to maximise engagement and productivity
   • Support post-event follow-ups, including feedback collection and documentation of key takeaways for continuous improvement
2. Media, Marketing & Business Development Support
   • Manage pre- and post-congress/event social media across LinkedIn, YouTube, Linktree, X, and our website to enhance brand presence and engagement for congresses and industry events
   • Use Canva to develop engaging content for event promotions, booth design, and branded materials, ensuring consistency across all platforms
   • Oversee booth design, promotional materials, and swag coordination to maximise visibility and attendee engagement
   • Support business development efforts by tracking leads, scheduling meetings, and managing calendars before and during congresses
   • Coordinate pre- and post-congress/event business development activities, including lead input into the CRM, follow-ups, and performance tracking
   • Assist with content development for marketing materials, event promotions, and external communications
   • Collaborate with external designers, writers, and vendors to create high-quality marketing assets
   • Track and analyse marketing and business development performance metrics to optimise future congress participation and engagement
   • During non-congress seasons, marketing and business development support will shift to other business functions, ensuring continued operational efficiency and strategic focus
3. Contract Administration & Operations Support
   • Oversee contract administration as part of congress and event planning, ensuring timely execution of agreements with vendors, venues, and partners
   • Manage DocuSign workflows for contracts and agreements related to congresses, advisory boards, and internal events
   • Track SOW (Statement of Work) approvals and execution across congress-related projects and vendor engagements
   • Support operational process improvements to enhance efficiency in event logistics, budget tracking, and compliance requirements
   • Assist in developing standardised workflows for contract management and operational tracking to streamline event operations
   • During non-congress periods, contract administration and operations support will shift to other business functions to maintain overall business efficiency

Skills & Experience

Essential:

• Experience in event planning and coordination within Life Science consulting or professional services
• Strong project management and organisational skills, with the ability to manage multiple priorities and deadlines
• Ability to work independently while effectively collaborating across teams and with external partners
• Excellent communication and stakeholder management skills to engage with internal teams, vendors, and clients

Preferred:

• Experience in Life Sciences, Biotech, or Healthcare consulting events, including congresses and Advisory Boards
• Understanding of Advisory Board contracting, HCP engagement, or regulatory considerations related to pharma events
• Strong proficiency in Excel, CRM systems, and project management tools to track budgets, timelines, and leads
• Experience in business development support, including credential and proposal coordination for congress-related activities

Nice to Have:

• Experience using Monday.com (or a similar platform) for CRM/event management tracking, organisation, and budget management
• Familiarity with CMap (or similar) for project management, particularly in tracking Advisory and project-related events
• Knowledge of other project management, event coordination, or CRM tools that support business efficiency
• Experience in social media and marketing communications, including content creation to support event branding and business development
• Familiarity with contract administration, including managing agreements and electronic signing tools (e.g., DocuSign)

Why Join Decisive Consulting?

• Be part of a rapidly growing consultancy partnering with leading biotech and pharma clients
• Take ownership of key projects, including events, marketing, and driving operational efficiencies
• Enjoy a flexible hybrid working model with 2 days per week in our London office
• Thrive in a collaborative, fast-paced environment with exciting opportunities for career progression

Interested in this position? If you are ready to take the next Decisive step in your career, you are invited to submit your CV, and a cover letter detailing your relevant experience. We look forward to hearing from you!

We are committed to fostering a diverse and inclusive workplace where everyone is valued for their unique contributions. We welcome applicants from all backgrounds, regardless of race, colour, religion, gender, gender identity or expression, sexual orientation, nationality, disability, age, or any other characteristic. We pride ourselves on being an equal-opportunity employer and adhere to all fair employment practices.

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