Events Coordinator

1 week ago

Australia Biogen, Inc. Full time
Job Summary

We are seeking a highly organized and detail-oriented Events Coordinator to join our team at Biogen, Inc. As an Events Coordinator, you will be responsible for managing all aspects of engagements, including internal and external events, as well as engagements with external stakeholders.

Key Responsibilities
  • Engagement Planning and Execution
    • Manage and coordinate end-to-end execution of all engagements with internal and external stakeholders.
    • Provide event administration and coordination expertise for all types of engagements for Biogen, Inc.
    • Administration of vendor sourcing, proposal requests, POs, invoice review, management and oversight of vendor contracts.
    • Document lessons learned and best practices to be utilized across all Biogen, Inc.
    • Manage event logistics (e.g. location, platform for face-to-face and online events, event registration platform, etc.).
  • Stakeholder Partnering & Communications
    • Partner with relevant agency for outsourced event management assistance where required.
    • Coordinate creation and distribution of key communications to presenters and attendees (internal events).
    • Provide or coordinate technical and audio-visual support for presenters and attendees.
    • Provide engagement management oversight before and during events.
  • Administration
    • Manage event budget in coordination with engagement owner.
    • Ensure audit readiness in collaboration with engagement owner and any function associated with the audit (including Finance, Compliance and Standards & Governance).
    • Support the engagement owner on engagement-related remediation measures.
  • Additional Responsibilities
    • Be a point of contact for operations related to all engagements and the appropriate tools for running engagements.
    • Manage payments and reconcile budget.
    • Support the engagement owner on engagement close-out.
    • Promote understanding and application of local and global standards relating to engagements.
    • Work with Biogen, Inc. to ensure all engagement contracts are appropriately executed, stored, and up to date.
    • Support contracting and stakeholder liaison as required for Cross-Border Engagements.
    • National and International Congress Planning & Logistics
      • Coordinate attendance for internal staff at National/International Congress.
      • Act as the submitter and support engagement owner with logistics/contracting/budget preparation and reconciliation for support HCP to congresses & educational events engagements.
      • Act as the coordinator for congress activities supporting the cross-functional congress team on executing activities (e.g. booth approval/creation/materials).
    Requirements
    • TAFE diploma or University degree in business, events management, or related field. Medicines Australia Code certification desirable.
    • 6+ years' experience in an events management field (internal & external meetings, conferences).
    • Experience within the Biotech/Pharma industry very desirable.
    • Experience in Event system management platforms including virtual event registration systems and digital event asset knowledge.
    • Commercial acumen including problem solving and decision making, able to resolve quickly and tactfully.
    • Responsible for working within an approved budget.
    • Forecast expenses and outline budget requirements.
    • Identify risks and proactively mitigate.
    • Self-motivated with ability to manage competing priorities, workflow and collaborate cross-functionally.
    • Excellent communication skills - both written and verbal.
    • Expert knowledge of, and skilled in, Microsoft Office applications (advanced for all applications).
    • Ability to plan, organize and prioritize effectively (project management).
    • Proficient ability to build relationships and communicate across all levels of the organization and externally, including agency/providers and stakeholders.
    • Proficient stakeholder management and negotiation skills.

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