EMEA Events Project Lead - Medical Education

Job Type:
Life Sciences
Job reference:
EH - Events Project_1620119969
2 days ago

EMEA Events Project Lead - Medical Education

11/05/2021 to 31/12/2021

Fully remote except when travelling

37 hour week - £40.50 p.h. (£299.70PD) LTD

*** This position requires very frequent travel within Europe and other regions (~30% up to 50% during congress busy periods) ***

The purpose of this document is to provide a detailed description of the main accountabilities, tasks and activities to be undertaken by the person in the EMEA Medical Affairs "EMEA Event Project Lead" role.


  • To work strategically with the therapy area in the coordination and implementation of medical education events and materials, including development and execution of digital programmes, in line with EFPIA code
  • Help disseminate medical education materials to OpCos where appropriate
  • Responsible for the medical education project coordination of large/complex HCC sensitive cross border medical events (standalone, congresses…):
  • Manage the set up and operational execution of HCC sensitive cross-border events, according to MESRL's expectations and interacting with other med comms. Digital or logistics agency, including overall event budget management responsibilities
  • Together with event owner also manage customer interaction with HCPs/HCOs/Scientific Societies organizing congresses and third scientific party events


Medical Event preparation

  • Work with event owner on yearly plans of events and programs
  • Coordinate the preparation of Medical HCC sensitive Events with the EMEA MAF team(s) event owner (MESRL for ME activities, or EMPL, EMAD, EMAs, for other MAF events)
  • Responsible for set up of preparation meetings with Event owner and internal/external stakeholders/agencies.
  • Proactively reach out to event owner in a continuous way and escalate issues if needed

Event Project Management

  • Responsible for preparation, conduction and closure and reconciliation of large/complex HCC sensitive cross border medical events (standalone, congresses…)
  • Together with event owner, select & contract medical communication, production (including digital production) and logistics agencies for each event
  • Together with the event owner, manage HCP communications and relationships
  • Coordinate, align and act as primary contact point with all external agencies
  • (MedCom, Logistics, production)
  • Closely work with the EMEA Event Support (P2P) team to follow contract, payment processes and event post filling reconciliation.
  • Align with OpCo colleagues on dissemination of materials and the localisation of regional (parent/child) events and handle logistic updates and communication with OpCos on event basis
  • Ensure effective onsite delivery
  • Coordinate event wrap-up and evaluation including feedback forms

HCBI tasks

  • Management all HCBI aspects related to event project management: iCONNECT submission, exception or incident, post event filing and archiving, Transfer of Value (ToV)

Budget management tasks

  • Follow-up with involved agencies their budget estimates and work orders/contract
  • Request PO numbers and work closely with the EMOS and EMEA Event Support Team (P2P)
  • Follow up on invoices and reconciliations, support budget owner with reconciliation review of events (review agency budget proposals according to job description and rating cards).
  • Responsible for budget planning, tracking and reporting of large events together with event owner and EMOS
  • Provide EMOS with all required information for the MAF budget consolidation


  • Ensure that all activities are carried out in compliance with regulatory guidelines, HCBI and company policy and for medical education projects follow the ME Excellence guidelines
  • Maintain open communication and cooperation with other individuals in EMEA Medical Affairs Team to ensure knowledge exchange and sharing of good practice.


  • BSc or similar
  • Familiarity with EFPIA and/or local code in country where based
  • Fluency in English language required.
  • Fluency in additional EMEA languages an advantage
  • This position requires very frequent travel within Europe and other regions (~30% up to 50% during congress busy periods)


  • Excellent interpersonal, organizational skills, time-management skills and communications skills, both written and verbal.
  • Proven skills at developing and managing varied relationships within and outside the company.
  • Ability to identify and resolve issues that arise during execution of task.
  • Very organized and process oriented.
  • Knowledge of travel policies (AMEX), and internal systems used (including Concur, ICD, Cornerstone, eMP, LYNX and others ) of benefit
  • Awareness of, and advanced training in, Healthcare Compliance Business Integrity (HCBI).
  • Knowledge of event creation and management in iConnect


  • 2-3 years' experience in Pharma in an events or field based role
  • Experienced in working in a complex matrix / virtual environment

Due to the volume of applications, we regret that we can only respond to those meeting our above requirements.

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