Events Manager

About Avalere Health
United by one profound purpose: to reach EVERY PATIENT POSSIBLE. At Avalere Health, we ensure every patient is identified, treated, supported, and cared for. Equally. Our Advisory, Medical, and Marketing teams come together – powerfully and intentionally – to forge unconventional connections, building a future where healthcare is not a barrier and no patient is left behind.

Achieving our mission starts with providing enriching, purpose-driven careers for our team that empower them to make a tangible impact on patient lives. We are committed to creating a culture where our employees are empowered to bring their whole selves to work and tap into the power of diverse backgrounds and skillsets to play a part in making a difference for every patient, everywhere.

Our flexible approach to working allows our global teams to decide where they want to work, whether in-office or at home based on team and client need. Major city hubs in London, Manchester, Washington, D.C., and New York, and smaller offices globally, serve as collaboration hubs allowing our teams to come together when it matters. Homeworkers are equally supported, with dedicated social opportunities and resources.

Our inclusive culture is at the heart of everything we do. We proudly support our employees in bringing their whole selves to work with our six Employee Network Groups – Diverse Ability, Family, Gender, LGBTQ+, Mental Health, and Race/Ethnicity. These groups provide opportunities to promote diversity, equity, and inclusion and to connect, learn, and socialise through regular meetings and programs of activity. We are an accredited Fertility Friendly employer with our Fertility Policy, enhanced parental leave, and culture of flexibility ensuring every employee feels supported across their family planning journey and can work in a way that suits their family's needs.

We are deeply invested in supporting professional growth for our employees through day-to-day career experiences, access to thousands of on-demand training sessions, regular career conversations, and the opportunity for global, cross-capability career moves.

We take pride in being part of the Disability Confident Scheme. This helps make sure you can be interviewed fairly if you have a disability, long term health condition, or are neurodiverse. If you'd like to apply and need adjustments made, you can let us know in your application.

About The Role
We are looking for an Events Manager to join on a 12 month fixed-term contract, with an immediate start date.

The Events Manager is responsible for managing and delivering all meetings-based projects, ensuring that the project is delivered to budget, schedule and quality. This role includes attending approximately up to 12 domestic/international meetings per year or virtual meetings some potentially outside of normal working hours.

Provide internal project lead on all event projects across client accounts and serve as the principal day-to-day point of contact for event and onsite management, faculty management, financial management, and compliance. 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 onsite and to accommodate client's working hours. With experience, mentorship and line management opportunities may be appropriate.

What You'll Do

• Venue search in line with the pharmaceutical industry regulations and client hospitality guidelines
• Provide venue recommendations document detailing costs and amenities for both meeting and faculty dinner venues
• Venue liaison, such as meeting room and accommodation requirements, catering provisions and AV requirements
• Liaise with congress secretariat and third-party suppliers
• Manage ground and dinner transfers, where necessary
• Organise and undertake site visits in accordance with clients requirements, and provide full report
• For virtual meeting specifically recommend platforms in line clients' needs/restrictions and meeting format using Avalere Health meetings platforms,
• Provide onsite liaison and management of venue to ensure all final arrangements are in place, including any AV requirements
• For virtual meeting attendance specifically, provide liaison and attendance management. Act as a trouble shooter in case of technical difficulties, be the primary onsite contact for client, HCPs and tech partners, set-up and manage communication channel during meeting and alert stake holders if needed, manage meeting attendance at start of meeting
• Develop and distribute faculty communications, including invitation letters, logistics forms, confirmation details, welcome letters, personal itineraries, departure transfer information, and thank you letters
• Manage consultancy agreements and liaise with clients' legal departments for honoraria fair market value (FMV) rates
• Arrange and book faculty flights in line with client travel policies and arrange visa applications where necessary
• Arrange faculty teleconferences for briefing calls
• Process honorarium and expenses post-meeting
• For virtual meeting specifically, develop and distributes all faculty communications, ascertain faculty familiarity with platform provided and schedule training call if required, be point of contact for any logistics and technical requests.
• Maintains tight financial control throughout events, working closely with Project Managers regarding budget preparation and specification; review event management fees and hours, assist with proposal/pitch content, project tracking, obtain quotations from third-party suppliers, sign venue/supplier invoices, full-cost reconciliations
• Input into project schedules for events elements, ensuring task timelines are met and updating the project team of any changes to agreed timelines
• Ensure client is kept fully informed throughout: arrange project kick-off meeting, hold regular status meetings and project debrief
• Establish and maintain good working relations with clients, faculty and key suppliers
• Maintains records of Healthcare Professional costs for the public reporting of transfer of value data (e.g. SUNSHINE ACT and EFPIA reporting)

About You

• University education in Event and Festival Management, Business Admin or related field
• Strong events background, with at least 3 years' experience within a corporate environment or ideally a medical communications agency; must be computer literate
• Experience delivering international events, such as advisory boards, workshops, preceptorships, congresses, satellite symposia, exhibitions, and standalone events in an in person setting and virtual setting
• Excellent verbal and written communication skills
• Excellent interpersonal skills with the ability to provide tactful handling and adapt to situations accordingly
• High degree of accuracy and attention to detail
• Ability to prioritise tasks and activities to deliver within agreed deadlines
• Excellent organisational skills with the ability to multi-task
• Able to handle challenging situations with clients, faculty and internal colleagues and provide adequate solutions
• Extensive European and International travel experience
• Experience in following platforms Cvent (full usage beneficial), Zoom, WebEx, Team and Vmix (understanding of functionalities and ability to recommend platforms in line with clients' requirements recommended)

What We Can Offer
You'll receive up to a 7% pension contribution, life insurance, income protection, and private medical insurance for peace of mind. Enjoy flexible working arrangements, including flexible hybrid working, along with the option to work from anywhere across the globe two weeks each year. We provide 25 days of annual leave plus two personal well-being days, along with gifted end-of-year holidays and an early Summer Friday finish in June, July, and August.

Access free counselling through our employee assistance program, as well as personalized health support. Enhanced maternity, paternity, family leave, and fertility policies provide support across every stage of your family-planning journey, as well as on-demand support from our partner Peppy. You can also benefit from continuous opportunities to professionally develop with on-demand training, support, and global mobility opportunities across the business.

We encourage all applicants to read our
candidate privacy notice
before applying to Avalere Health.
We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.