Marketing Event Associate

Contract: 1 year (renewable and extendable)

Employment: Outsourced through ManpowerGroup Middle East

The Customer Meeting Services Associate manages the delivery of events, and acts as a consultant to Brand Managers to help build meeting strategies. This includes:

• Delivering positive customer experience through different touch points & interactions whilst ensuring the right compliance & OPEX governance needed for the marketing department is in place.
• On-site inspection of the events organized & ensuring the smooth flow of all customer interactions.
• Utilization of market knowledge and external contacts to influence the business.
• Acting as Compliance gate-keeper for the complete meeting set up process and ensuring that all needed documentation is kept according to E&C rules and company SOPs.
• Use of preferred vendors, participating in sourcing appropriate vendors, and ensuring that internal and external relationships are optimized.

Job Responsibilities:

Vendor Management:

• Meeting with travel agencies, briefing on event requirements, getting proposals, evaluating the proposals, negotiating and influencing the final vendor / proposal decision (with procurement& business owner).
• Lead the vendor selection process together with Procurement department/business owner.
• Work with finance to manage & settle pending payments/open POs for all vendors.
• Evaluating the performances of the current approved vendor agencies during the events and ensuring the timely feedback is shared internally & externally with concerned parties (vendors & procurement/finance).

Project/Event Management:

• Coordinate and manage Travel and meeting agencies to ensure smooth working throughout the complete process.
• Handling and preparation of all events logistical arrangements related to external marketing communications (examples, but not limited to, Speaker Tours, Stand Alone meetings, Congresses, P2Ps, etc.) and cycle meeting.
• Execution and finalization of event logistics (examples, but not limited to, flights, hotel accommodations, visas, transportation, meeting/conference rooms, meals, airport pickup, necessary approvals, etc.
• Coordinate, manage and follow up with internal relevant parties on event participation management. (Document collection and check appropriateness, venue management, guarantee numbers, announcing deadlines, pre-event site inspection
• Regularly attend Brand Team meetings on planning & executing of congress and meetings to review timing, budget, venue, approval etc.
• Ensure the timely institutional notification process is completed for planned company sponsored activities.
• On-site inspection of the events organized, acting as point of contact on trouble management, able to solve problems that occur during events.

Customer Experience Management:

• Ensure delivering positive customer experience through securing all required logistics early enough before the event & also supporting in all other requests through all the event touchpoints (for example, confirming all booking & reservation, sending tickets on time)
• Onsite support & ensuring the seamless flow of all interactions/touchpoints.
• Processing HCP/HCO payments on time & provide sales/marketing teams with proof of payments for each transactions.

SAP Expertise:

• Manage SAP system by raising shopping carts and Purchase Orders (POs), collecting/receiving quotations, ensure ATS & ATC approvals are secured, getting copy of the PO & sending it to the vendor to confirm the service.
• Checking Pos status on SAP & managing any kind of PO changing through contacting PPA/HP team for different purposes.

Managing Payments Transactions:

• Collecting all required documents to be attached & sent with invoices for payment processes.
• Managing payments logistics including HCPs/HCO payments, vendors and supplier payments & closing open POs.
• Work with finance to manage & settle pending payments/open POs.

Compliance Expertise:

• Understanding and implementation of all relevant policies and full compliance to them (example, but not limited to, FRAP policy, ethical interaction with HCPs, institution notification process, etc.)
• Ensure all internal approvals are secured on time (ATS,ATC,.eMeeting approval)
• Ensure that IN is correct before each event.
• Provide tracking sheets to monitor speakers CAP & utilization on monthly basis.
• Formulating HCPs contracts, reviewing IN, FMV ,archiving MSAs & uploading them on eMeeting
• Reminding brand teams regarding related SOPs when needed.

Managing TOV reporting/SFDA Disclosure Program:

• Being an integral member of local TOV team who's responsible for managing TOV reporting to SFDA & to be responsible for getting & securing the reports from different departments to be able to generate final report ( examples of reports, KSB1, Veeva, eMeeting
• Also, working with the TOV global team to implement the project milestones in the Gulf ( Training /briefing to different stake holders about major changes in : PO creation - changes in systems managing vendors requirements, etc.)

Budget Management:

• As an owner of the brand plan execution, CMS associate will lead the process of budgeting/ OPEX planning within Marketing/Medical departments
• Effective follow up of each event's budget, monitor unplanned expenses, no-show / cancellation, research and recommend cost saving initiatives for potential events.
• Completing financial booking requirements/Monthly Accrual of events related cost

Contracting Process:

• Leading HCP contracting process through ensuring the correct tiering is approved & institution notifications are done in company systems.
• Formulating & archiving master service agreements/HCP agreements & other relevant documents on different platforms (DocuSign- eMeeting)
• Reaching out to HCPs through DocuSign to manage contract signature.

Managing External Governmental Approvals For Meetings:

• Leading communication with SFDA & SECB entities to secure the meetings licenses.
• Submitting required documents through working with CFT team/vendors to secure all required info on timely manner.
• Archiving & saving required approvals on the company platforms.

Qualification & Experience

• Bachelor's Degree
• Min 3 years of experience in administrative planning and organization, events management, Planning and Organization, Marketing or Sales
• Ability to work cross-functionally within a team

Skills

• Building Partnerships
• Planning and Organization
• High learning agility
• Excellent command of written and spoken English
• Strong command of MS Office and CRM programs
• Strong interpersonal and communication skills
• Ability to work with strict deadlines and under pressure
• Flexibility