Medical Event Coordinator - Montréal, Canada - Ashfield Engage

Ashfield Engage

Verified Company

Montréal, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Medical Event Coordinator

Are you looking for something bigger for your career? Do you have experience in the pharmaceutical industry and/or event planning? Are you a self-motivated and a resourceful individual who has strong analytical and negotiation skills? Do you have a passion to juggle multiple projects in a fast-paced environment?

If so, we have an outstanding opportunity for you

L'Oréal Canada is looking for an individual who understands the complexity of coordinating multiple projects at the same time and to assist the L'Oréal Dermatological Beauty Division's brands (CeraVe, La Roche Posay, Vichy) to organize and coordinate medical events (Roundtables, Webinars, Conferences).

We are looking for an energic, go-getter, resourceful and solution-based individual to become our new Medical Event Coordinator.

Key Objectives:

Organize & Coordinate all Medical Events (roundtables, webinars, conferences, etc.)
Book venue for regional events, leveraging the Planned platform and/or coordination with PR Agency
Collaborate and communicate ongoing with reps, regional managers, Medical Communications, and Medical Relations for their regional and national events
Source, contract and coordinate with all event venues (i.e. restaurants, event spaces, food, drinks, etc.) via the preferred designated agency
Coordinate with the team and prepare samples, testers, tools, banners, displays, A/V, electrical equipment (when applicable)
Coordinate with booth/exhibit agency to have exhibit delivered, setup/torndown and address any technical needs (i.e. electrical needs, lead tracking at conferences)
Work with graphic design agency for graphics when necessary (i.e. booth display panels, pullup banners, tablecloths, invitations, communication materials, etc.)
Enter events into our internal CRM and Event Management system and ensure that all relevant fields are completed, budgets accounted for and stakeholders are included
Manage/create venues and vendors in our internal CRM and Event Management system
Manage/create HCP speaker accounts in our internal CRM and Event Management system when required
Manage the payments of HCP Honoraria, including followingup with HCPs to receive invoices and providing them to the appropriate agency for payment
Create POs with agencies, venues and/or preferred event suppliers
Work with Medical Digital to develop and maintain a complete dashboard of HCPs that have been paid for their services related to medical events
Manage the execution of speaker and participant contracts
Coordinate event kits when applicable (i.e. bags, products, etc.) including the design, kitting and delivery
Work with agency to acquire and deliver any meal vouchers for virtual events if/when required

Job requirements:

Bachelor's Degree required plus 1+ years of related experience
Excellent Customer Service and interpersonal skills
Strong written and verbal communication skills (French and English)
Strong timemanagement and organizational skills
Experience negotiating prices for venues and event needs
Understanding of pharmaceutical industry and CME events are strong assets
Previous event planning preferred
Strong project management skills and detail oriented
Knowledge of performance monitoring methods for events and the ability to create reports to guide future event coordination improvements
Experience managing a budget and finances
Ability to work independently as well as part of a collaborative team
Previous experience with CRM or Event Management platforms is a strong asset, but not required. Training will be provided
Tech savvy and knowledge of Microsoft Office programs
Flexible remote working environment with the expectation to work at the L'Oréal Canada office in downtown Montreal at least 3 days per week.
Willingness and ability to travel up to 15% of the time if or when needed and available for occasional weekend and/or extended hours