Event Management Lead - Maternity Leave Cover (Health Care)

Job description

### **Experience Without Limits** **Come shape the future of brand experience.** **At Jack Morton, we design and build**head-turning, smile-inducing, impact-driving brand experiences that redefine what experiential marketing can achieve. We help our clients **unlock the full value of experiences** by turning bold ideas into meaningful connections. **That takes a team that's bold, curious, and acts as one.** We build on each other's ideas, challenge conventions, and show up for one another every day. Here, you'll do your best work, grow quickly, and partner across clients, disciplines, and global teams to bring new ideas to life. This is a place where curiosity drives what’s next, boldness raises the bar, and every win is shared. Where ownership is expected, egos are left at the door, and the work reflects the passion and talent of the people behind it. Experience without limits—in your work, your growth, and your impact. Title: Event Management Lead Reporting to: Ops Lead / Snr Operations LeadTeam: LifeSciences Job purpose: To oversee the successful execution of all project and event delivery and manage the assigned team. Ensure implementation of best practices and procedures within the operations structure, guaranteeing we deliver operational excellence in everything we do. To work with the leadership team to support cohesiveness, motivation and foster a proactive coaching environment within the operations team. This role plays a pivotal role in orchestrating and executing pharmaceutical events, including congresses, investigator meetings, and advisory boards. This position demands a strategic thinker, effective communicator, and meticulous organiser with a proven track record in the LifeSciences and pharmaceutical events industry. Key responsibilities and accountabilities: Client Management - Attend client meetings, calls and reviews on a regular basis or as required. - Prepare appropriate statistical information and reports. - Provide oversight support to team on key agreed SLAs/ KPIs and ability to suggest recommendations/ solutions if these are not met to minimise financial impact to Touch. - Attend F2F meetings with clients. Project Lead Management - You will oversee the full book of work and be accountable for all project specific delivery elements within congresses and events. - Support withplanning and development of all project/ event activities in partnership with Account Leads. - Oversee the assigned project team, providing guidance and support to foster a collaborative and motivated environment. - Work closely with the team to enhance their delivery efforts. - Ensure the implementation of best practices and procedures within the operations structure, striving for operational excellence in all aspects of project delivery. - Ensure all client-specific SLAs and process requirements are included in the management of the project where required. - Work with the Senior Ops Lead/Ops Lead & Governance Lead to enhance and revise operations policies, procedures to update and revise, to ensure the ongoing successful delivery of all projects/ events. - Manage and implement client and (all service areas) project objectives, ensuring initial team briefings take place and ongoing project meetings are implemented as and when required to ensure profitable and successful delivery of all events within agreed timeframes. - Evaluate each programme for effective scope management. - Manage, update and train the team in the completion of operational process within the PROJECT LAB 360 to ensure projects are delivered efficiently and within appropriate timelines. - Ensure events are delivered within budget and meet expectations. - Support Governance and Training lead with lunch and learns/ training when new processes are received/ refresher training is required. - Attend onsite events where applicable to ensure we are delivering to the highest standards. Event Responsibility - Lead and direct highly complex projects ensuring the highest quality standards are upheld throughout the project’s life cycle, with minimal supervision. - Full comprehension of the scope and project objectives and establish clear roles and responsibilities for project team members. - Set, communicate, and drive timelines and priorities within each project. Effectively preventing or managing any associated risks if clients/internal project teams are unable to keep to timelines. - Champion and adhere to Touch best practices and use of Touch project management tools. - Lead regular project status meetings throughout project life cycle and ensure clear and fluid lines of communication between client stakeholders and internal departments are deployed. - Build and maintain effective strategic supplier relationships, negotiating beneficial rates and terms, manage contracting and ongoing communications with all third-party suppliers, leveraging volume discounts, undertaking contract reviews, and checking emergency procedures. Ensure all third-party suppliers understand the key event objectives and adhere to touch or client prescribed service levels. - Maximise revenue opportunities on all projects - Workstream management – strong understanding and can speak confidently to all workstream products, services, and responsibilities to effectively manage timelines for all workstreams internally as well as confidently manage client expectations/deadlines. - Project resource management – dynamic management of project team capacity and ensuring sufficient levels of support are allocated to your job. - Lead onsite management of project (virtual or live) to include but not limited to - Conduct full staff briefing when arrive onsite (including walkthrough slides) - Conduct full client walkthrough. - Schedule and conduct all hotel / supplier pre cons (live only) - Daily staff & client briefing (confirming in writing to the team any changes to the schedule/ action plan for the day ahead) - Oversight of every workstream - Ability to fire fight and problem solve when challenges arise. - Ability to jump into all onsite roles at any time and deliver. - Dynamic risk assessment and emergency planning - Hosting of client team where required. - Full onsite debrief with all suppliers (preparing for reconciliation and client debrief) - Conduct full debrief with internal team prior to client de brief and provide live examples of where improvements can be made. - Manage any post event reporting requirements within the timeframe supplied. - Lead and execute client specific SLA’s and process requirements. - Ensure compliance with all client privacy and security protocols. - Flexibility to work across multiple accounts. Pharma Know-How: - Experienced in delivering Congresses, Investigator Meetings & Advisory Boards. - Very strong knowledge of industry codes of conduct, such as the PhRMA Code in the United States or EFPIA Code in Europe - Understand the implications of anti-bribery laws when interacting with healthcare professionals, vendors, and third-party intermediaries. - Strong knowledge of internal healthcare compliance programmes and policies. - A commitment to staying informed about changes and updates in pharmaceutical regulations, codes of conduct, and industry best practices. - Very strong knowledge of the meal and hospitality limits set by local regulatory bodies in different countries. - Very strong knowledge of regulations and guidelines outlining acceptable hotel accommodation expenses for healthcare professionals in different countries. **C****lient Governance** - Strategic PROJECT LAB 360 development across accounts - Actively update and roll out to teams - Ensure teams are regularly reminded of timelines/ deadlines and are adhering to SLAs - Ensure client process documents are updated and accurate - Ensure client processes work in tandem with agreed standard Touch processes - Ensure compliance with client and company SLAs, company privacy and security protocols - Ensure all process documents are up to date and accurate - Ensure compliance with GDPR (General Data Protection Regulations) Budget Reconciliation & Finance Management - Review and give final sign off to all client budgets ensuring: - Client SLAs are taken into account - Profit maximisation - Accurate charging of costs (supplier and expenses) to the budget - Review and ensure currency exchange is managed in line with financial updates and checked regularly - Manage budgets, some of which may be complex and pull together multiple workstreams and country billing. - Provide quotes for any additional/ out of scope items ensuring associated management fees are added. - Ensure client savings document/ negotiation trackers are completed. - Keep track of any financial changes, savings and enhancements throughout the project. Provide regular budget revisions to client and ensure we have correct PO cover. - Manage payment schedule with Project Finance to ensure invoicing dates and payment terms are met. - Understand cash flow of the project and work with project finance to manage - Ensure currency exchange is managed in line with financial updates and checked regularly. - Margin analysis – maximizing both gross margin and operating margin. - Ensure prompt reconciliation post event (maximum 30 working days or client specific) - Ensure all team members are aware of hours allocated in budget and are tracking against their Clockify hours. Analyse project team time recorded to the job to ensure detail and accuracy. Suggest effective solutions to improve resource utilisation across the lifecycle of the project. - Ensure prompt reconciliation post event (maximum 30 working days or client specific) - Manage and submit personal expenses and credit card reconciliations within timeframes specified. - Manage and submit personal expenses and credit card reconciliations within timeframes specified - Manage and approve team expenses and credit card reconciliations within timeframes specified - Track post-event financial statistics at event closure - Work closely with transparency/ finance team to ensure SLAs are met People Management - Develop, mentor and coach all direct reports ensuring periodic meetings to discuss progress and review development plans. - Oversee the develop, mentoring and coaching of wider team. - Working with the Associate Director, Talent Management, monitor development plans for all team members considering: - Current skills analysis - Training needs analysis - Individual’s needs and desires - Development planning strategies - Lead on recruitment process, interviewing and selecting of new team members. - Provide consistent leadership, motivation and direction to all team members. - Ensure all operations teams are consistently sharing best practice and delivering to standards at all times. - Management of direct report holidays and lieu days. - Monitor timesheet activity in Clockify and ensure everyone is inputting their time on a weekly basis. Prepare monthly client project analysis to ensure team and recruitment costs are assessed against client budget. Clockify ( timesheet system) - Input and management of team holidays - Input of personal timesheet activity on a weekly basis - Approval of team timesheet activity on a weekly basis General - Work collaboratively with the Board, peers and all teams to ensure effective delivery of all client projects - Attend company training days as and when required - Attend company meetings as and when required --- ## **Last but not least, we believe in diversity, equity and inclusion.** Jack Morton is an equal opportunity employer; we strongly value diversity at our companies. We do not discriminate on race, religion, color, national origin, disability, sexual orientation, gender identity, gender expression, age, marital status, veteran status, or any other basis prohibited by law. #LI-XXX ### *We make our careers website accessible to any and all users. 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Due to volume, messages sent to this email address that are not related to an accommodation cannot be answered.* \*\*\*JOB SCAM ALERT\*\*\* We have recently become aware that individuals not associated with Jack Morton have fraudulently used our name – and the names of some of our employees – to solicit applications for fake jobs, to conduct fake job interviews and to make fake job offers. **Any request to schedule an interview and any bona fide offer of employment will only come from an authorized representative of Jack Morton with an email address [“@jackmorton.com](mailto:%E2%80%9C@jackmorton.com)” or “@jackmorton.co.uk” or "@impact-xm".** We will never require an applicant to provide credit card or banking information to cover any supposed advance costs. If you have provided personal information in connection with a fake job offer or interview and you are concerned, we suggest that you take appropriate action. Jack Morton takes these activities very seriously and are taking appropriate steps to shut down this fraudulent activity. We urge you to be careful when sharing your personal information and to be aware of scams involving fake job postings and job offers.