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Fishawack Communications Ltd
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Job Details
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Events Coordinator (Oxford)

Business Type: Medical Communications Agency
Job Type: Other Job Type
Job Level: Experienced (non manager)
Position: Full Time
Salary: Negotiable (depending on experience)
Location: South West
Reference: EC0001
Job Details:

The Events Coordinator (EC) is responsible for managing and delivering specific elements of meetings by taking the lead on smaller meetings (e.g. advisory boards and preceptor-ships where client relationship is established, or experience of event format exists) with appropriate support from Senior Team Members, and supporting the Events Managers and Senior Event Managers to deliver larger and meetings of a greater complexity, across the Group. Must be able to work on simultaneous events and attend European and International as required.

The EC ensures that projects are consistently delivered to specification and within Fishawack and clients’ standard and within budget.  Given the nature of the role there will need to be a certain amount of flexibility with working hours during busy times, in particular prior to going on-site and to accommodate client’s working hours.

The EventCoordinator will report into an Event Manager.

Experience and skills required

·        Ideally have a good events background having worked in an agency, pharma or previously, ideally with six to eighteen months’ experience. Exposure to a range of events such as advisory boards, congresses, exhibitions and standalone events would be an advantage, but not essential

·        Strong computer skillsare required, including knowledge of MS Outlook, Word, PowerPoint and Excel

·        Experience of CVent in-building site and managing registration process

·        Excellentcommunication skills, verbally, written and face-to-face

·        Must be a team player and able to work effectively within the events and account teams

·        Demonstrate a highdegree of accuracy and attention to detail

·        Able to work on own initiative; prioritise tasks and activities to deliver within agreed deadlines

·        Be attentive and ableto understand and act on requests from internal teams and clients

·        Excellent organisational skills with the ability to multi-task and work under pressure

·        High level of accountability

·        Experience of Europeantravel


Core responsibilities

The Events Coordinator will be the principal day-to-day point of contact internally for the event and have direct contact with stake holders/faculty/delegates as directed by Event Manager/Senior Event Manager

Financial and Project Management

·        Agree role and responsibilities with Events Manager/Senior Event Manager at commencement of project (e.g. venue liaison, delegate management, faculty management role) and attend internal project brief meeting and client calls as Establish and maintain good working relations with clients, faculty and key suppliers when working on those elements

·        Support Event Team lead by

o   arranging and attending regular status meetings as required

o   inputting in status reports as requested

o   arranging project debriefs following each event.

·        Ensure any changes to specification are pro-actively communicated to a senior member of the Events Team for new projects

·        Liaise with suppliers to obtain quotations,secure services and with finance team for payments ensuring a financialtracker is created and maintained per event to record all supplier charges andcredit card charges for reconciliation purposes


Compliance as directed by Events Lead

·        Undertake where necessary client’s compliance/duediligence training programmes

·        Fully understand and adhere to client compliance policies and guidelines and ensure knowledge is applied to projects throughout duration in all communications and notify wider team

·        Attend internal and client sessions, asapplicable;

o   Refer to client crib sheets continually to ensure awareness of updates/changes

·        Maintain records of Healthcare Professional costs for the public reporting of transfer of value data e.g. SUNSHINE ACT and EFPIA reporting


Faculty/delegate Management as directed by Events Lead

·        Draft, develop and distribute faculty/delegate communications such as invitation letters, bulletin of information, logistics forms, confirmation details, welcome letters, personal itineraries, departure transfer information, thank you letters, and collate expenses and honoraria as required

·        Arrange and book faculty/delegateflights in line with client travel policies and arrange visa applications wherenecessary in accordance with company policy

·        Arrange faculty teleconferences for briefing calls

·        Input in consultancy agreements andliaise with FW events lead and clients legal departments for honoraria fairmarket value (FMV) rates

·        Collate, check and prepare honorarium and expenses payment sheet post-meeting

Event Management as directed by Events Lead

·        Venue research in line with Pharmaceutical regulations and client policy. Draft venue recommendations document detailing costs and facilities for meeting space and restaurants for group dinners

·        Liaise with third-party suppliers, e.g.transfer companies for transfers and dinners

·        Set up on-line registration sites (C-vent),maintaining contact details are up to date regularly

·        Manage and deliver all meetings-relatedtasks as requested by Senior Events team in-line with company style and clientcompliance/house style:

o       Responsible for maintaining tracker of participants/speakers

o  Pre-meetingpreparation including; collation of welcome packs, on-site equipment, orderingcurrency, Fishawack team travel

·        Manage airport transfers and dinner where applicable

·        Provide on-site events support at meetings, as required


On-site Management as directed by Events Lead

Supportingrole on complex projects

·        Participate in all stake holder meetings with Events lead

·        Set-up Whatsapp distribution list forthe meeting

·        Up-date Cvent with cancellations etc as required

·        Support Events lead on-site asrequested to ensure that all final arrangements are in place including any AVrequirements

·        Check that all food and beverage requirements are brought out in line with programme

·        Be the primary on-site contact fordelegate

·        Monitor flight arrivals and transfers to ensure smooth arrivals for the faculty/delegate and inform Events lead of any delays/cancellations/no shows

·        Meet and greet of all attendees

·        Manage signatures for consultancy agreements for both faculty and clients where necessary

·        Provide logistical support and adviceto attendees the to ensure smooth and successful delivery of the meeting


General tasks

o   Manageindividual workload, in liaison with Line Manager

o   Monitor project status throughout its duration

o   Alert colleagues to any potential problems in a timely manner

o  Work within agreed deadlines and budgets

o   Consistently achieve target recovery where possible


We offer a creative, supportive environment where you will be able to continuously develop. We will support you with both in-house and online training. We offer a generous company pension, private medical insurance with great member benefits, life insurance, annual team conference ticket and free Nespresso!

Posted: 14/02/2018 | NPJ Ref: 206767 | NPJ Original URL
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