Brief Description:

Reporting to the As. Director SFE, this function is focused on Responsible for the creation and consolidation of the Events Department for the region, ensuring that each event meets the highest quality standards, complies with industry regulations, and aligns with the company’s strategic objectives. Leads the strategic planning and execution of all corporate, scientific, and promotional events in close collaboration with various departments such as Marketing, Medical Affairs, and Compliance.

• Strategic Planning & Execution
  • Design and implement event strategies aligned with business goals and compliance standards.
  • Lead end-to-end planning of congresses, symposia, product launches, advisory boards, and internal events.
• Stakeholder Collaboration
  • Partner with cross-functional teams (Medical Affairs, Regulatory, Sales, Compliance) to ensure alignment and approval.
  • Liaise with external vendors, agencies, and venues to ensure high-quality delivery.
• Budget & Compliance Management
  • Manage event budgets, ensuring cost-effectiveness and ROI.
  • Ensure all events comply with industry regulations (e.g., EFPIA, PhRMA, local codes).
• Innovation & Experience
  • Drive innovation in event formats (hybrid, virtual, in-person).
  • Ensure a seamless and engaging experience for attendees.
• Post-Event Analysis
  • Conduct post-event evaluations and reporting to measure success and identify areas for improvement.

Third-party Events

• Manage new requests for HCP participation in congresses or courses.
• Coordinate daily logistics with the travel agency.
• Provide operational support to internal teams (KAMs/MSLs).
• Maintain direct contact with HCPs for individual event arrangements.
• Coordinate international events within the region.
• Manage Veeva processes: event creation, closure, and attendee tracking.
• Handle administrative closure: budget requests, PO creation, review, and invoicing.
• Implement SOPs: invites, certificates, and attendance control in compliance with internal policies.
• Develop and deliver ongoing training on the events protocol.
• Attend national congresses to scout new vendors and identify trends.

Internal Meetings

• Organize cycle meetings: concept, decoration, technical agenda, and budget.
• Support ILT and Executive Committee meetings.
• Coordinate with Marketing and Medical for high-impact events.
• Design graphics and edit videos for internal meetings.
• Support special events (International Women’s Day, All Hands, ILT).
• Scout hotels, venues, and catering providers.

Cross-functional Duties

• Monitor budgets, POs, and OPEX.
• Support other departments in vendor selection and material production.
• Supervise graphic materials for large-scale events.
• Assist with podcast and video recording and editing.

Other Projects

• Lead the sustainability project: define KPIs to position healthy and sustainable events and monitor internal evaluations.
• Oversee merchandising production.
• Set up the company Renfe account and provide Concur support to employees.
• Supervise and approve JPI corporate materials.

Required Knowledge, Skills, and Abilities   

• Bachelor’s degree in Marketing, Communications, Business, or related field (Master’s preferred).
• Experience in event planning, preferably in the pharmaceutical or healthcare industry.
• Strong knowledge of compliance and regulatory frameworks in pharma events.
• Excellent project management, communication, and negotiation skills.
• Proficiency in event management software and digital platforms.

Required/Preferred Education and Licenses

• Fully valid driving license