Event Coordinator, Allergan Medical Institute

**Company Description**

AbbVie is an equal opportunity employer, and dedicated to fostering an inclusive, flexible, and supportive workplace that values and respects every individual. We are committed to operating with integrity, driving innovation, transforming lives, and embracing diversity and inclusion. It is AbbVie’s policy to employ qualified persons of the greatest ability.

The Event Coordinator, Allergan Medical Institute (AMI) will be responsible for the coordination and execution of AMI training and educational events, as well as planning and implementing the individual communication plans for the events. The role requires collaboration with the cross functional team and is expected to adhere to all compliance and regulatory requirements and manage expenses within the assigned budget. This is a unique opportunity to work with AbbVie, recognised on the Fortune 100 Best Companies to Work For list for the 8th year in a row in 2025

This opportunity is a full time, 12 month MAX TERM contract.

**KEY DUTIES AND RESPONSIBILITIES**
- Support the Senior Manager, Centre of Excellence (CoE) & Events to coordinate the events calendar and provide internal and external stakeholders with event status updates.
- Collaborate cross functionally with AMI, medical, marketing and infield teams.
- Coordinate the logistics for AMI events held at Allergan Aesthetics (AA) CoE and off-site. This includes but is not limited to:
- Venue selection
- Catering requirements
- Audio visual requirements
- Travel arrangements - flights, accommodation, and transfers
- Paramedic
- Communications to both internal and external stakeholders
- Manage budget allocation
- Administer Pre
- and Post
- attendance reports and compile feedback
- Lead the on-site logistics for events held at Allergan Aesthetics CoE and manage the logistics for off-site events that are aligned to the AMI value proposition and AA strategy. Events may include Curriculum workshops, Masterclasses, standalone meetings, 3rd party conference workshops, KOL roadshows and cadaver workshops.
- On a monthly basis:

- Process invoices related to each event.
- Track expenses against agreed budget.
- Submit accruals.
- Submit expenses.
- Ensure all activities are compliant with Allergan Aesthetics compliance policies, Medicines Australia & MTAA Codes
- Provide as needed or general administrative support to the wider AMI team as required.
- Report any adverse event within 24 hours as per Allergan’s policies and procedures.
- Support AA Quality Management System and internal auditing processes.
- Participate in AA WHS programs, adhere to policies and promote a safe work environment at all times.
- Update the monthly Budget Tracker to ensure adherence to agreed budget.
- Complete timely and accurate logging of events in PRISM to ensure all event documentation is ‘audit ready’.
- Provide regular updates on the events conducted to ensure the high standard is maintained.
- Other ad hoc duties, as required by the business.

**Qualifications**
- Successful completion of an Administrative and/or Event Management Certificate or Diploma is desirable.
- Demonstrated success in an event coordinator role or administrative role.
- Experience within the pharmaceutical industry and / or within a sales environment is desirable.
- Good budgeting experience, with strong numeracy skills.
- Intermediate skills in Microsoft Word, Excel, PowerPoint and Outlook.
- Knowledge of Medicines Australia & MTAA codes.
- Veeva & SAP skills desirable.
- Ability to work weekends and travel interstate when required.

**Flexibility and Availability**: In line with Australia’s 'Right to Disconnect' legislation, we recognise and respect employees' right to refuse contact outside of their working hours, unless such refusal is deemed unreasonable. As we operate in an international, matrixed environment, there may be occasions where your role requires participation in business meetings outside of standard hours. We value and support flexibility and appreciate your willingness to occasionally accommodate these requests to ensure effective collaboration and communication within our global team.
**Additional Information** WAYS WE WORK**
- ** All For One Abbvie;** We weigh all decisions against the common good. We inspire, share and create as a team. We solve problems for all rather than serving our immediate team.
- ** Decide Smart & Sure;** We make intelligent decisions to create the best outcomes. We act quickly, embrace experimentation, and learn what doesn’t work and get on to what does.
- ** Agile & Accountable;** We streamline and eliminate unnecessary obstacles. We plan but adapt as we go. We delegate and make tough decisions to ensure focus on results, staying keenly aware of the urgency in all we do.
- ** Clear & Courageous;** Open, honest, candid dialogue is core to our work and how we act with each other. We share information freely and continuously to find solutions. We admit mistakes. We grow stronger by