Events Coordinator

About Avalere Health

Established in 2001, Avalere Health is a purposefully built commercialization partner for the biopharmaceutical, medical technology, and wellness industries.

Our 1,500+ experts combine their knowledge and expertise across our core disciplines — Consulting; Medical; Policy; Value, Evidence, and Access; Marketing; and Digital Experience Technology — to create the connections that make better health happen.

Avalere Health partners with its clients to navigate the complex and rapidly changing healthcare ecosystem. Together, our experts help clients connect patients with life-changing therapies, realizing the potential of strategies and solutions to accelerate innovation that improves lives.

We live and breathe our five values in everything we do: We are authentic. We act with integrity. We value difference. We play for the team. We enjoy the journey. At Avalere Health, we imagine a healthier world and create the connections to make it happen. 

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

The Events Coordinator (EC) supports Events Managers in the delivery of specific elements of meetings across the group. The EC is responsible for taking the lead on smaller meetings or repeat projects once mastered (e.g. advisory boards, small investigator meetings and preceptorships where client relationship is established, or experience of event format exists) with appropriate guidance from senior team members. This role includes attending approximately 12 domestic/international meetings per year.

The EC will provide internal project support to Events team across client accounts, including event planning and onsite logistics, faculty communications, financial management, and compliance. The EC ensures that projects are consistently delivered to specification and within Avalere Health and clients’ standard and within budget. Must be able to work on simultaneous events and attend European and International, as required.

• Draft, develop and distribute faculty/delegate and other attendee communications, such as invitation letters, bulletin of information, logistics forms, confirmation details, welcome letters, personal itineraries, departure transfer information, and thank you letters
• Arrange and book faculty/delegate flights in line with client travel policies and arrange visa applications, where necessary, in accordance with company policy
• Arrange faculty teleconferences for briefing calls
• Manage consultancy agreements and liaise with clients legal departments for honoraria fair market value (FMV) rates
• Collate, check and prepare honorarium and expenses payment sheet post-meeting
• Venue search in line with the pharmaceutical industry regulations and client hospitality guidelines; draft venue recommendations document detailing costs and facilities for meeting space and restaurants for group dinners
• Liaise with third-party suppliers (e.g. transfer companies for transfers and dinners)
• Set up online registration sites (eg, Cvent), maintaining regular updates to contact details
• Manage and deliver all meeting-related tasks, as requested by senior Event team colleagues, in-line with company style and client compliance/house style, including tracker of participants/speakers and pre-meeting preparation (e.g. collation of welcome packs, onsite equipment, ordering currency, Avalere Health team travel)
• Manage airport transfers and dinner, where applicable
• Provide onsite events support at meetings, as required
• Set-up Whatsapp distribution list for the meeting
• Support Events lead onsite, ensure that all final arrangements are in place, including any AV requirements.
• Be a primary onsite contact for client, delegates and third-party suppliers.
• Monitor flight arrivals and transfers to ensure smooth arrivals for the faculty/delegate and inform Events lead of any delays/cancellations/no shows
• Meet and greet of all attendees
• Provide logistical support and advice to attendees the to ensure smooth and successful delivery of the meeting
• Review all final invoices or daily function sheets to agree final costings prior to leaving
• Execute agreed-upon roles and responsibilities involving tasks such as venue liaison, delegate management, and faculty management role
• Attend internal project brief meetings, all client calls, and status meetings contributing to updates to status reports and project debriefs
• projects
• Ensure the client is kept fully informed throughout the project by arranging and attending regular status meetings, developing, maintaining and distributing status reports at timely intervals and arranging project debriefs following each event
• Liaise with suppliers to obtain quotations, secure services and with finance team for payments ensuring a financial tracker is created and maintained per event to record all supplier charges and credit card charges for reconciliation purposes
• Undertakes, where necessary, client’s compliance/due diligence training programmes and educate and coach other members of the Events team
• Attends internal and client sessions, as applicable, and refers to checklists to ensure awareness of and updates to guidelines

• University education in Event and Festival Management, Business Admin or related field
• Events background, ideally having worked in an agency or pharma, with 18 to 24 months’ experience. Exposure to a range of events, such as advisory boards, congresses, exhibitions and standalone events would be an advantage, but not essential
• Strong computer skills are required, including knowledge of MS Outlook, Word, PowerPoint and Excel
• Experience of Cvent in building site and managing registration process a plus
• Excellent communication skills, verbally, written and face-to-face
• Must be a team player and able to work effectively within the events and account teams
• Demonstrate a high degree of accuracy and attention to detail
• Able to work on own initiative; prioritise tasks and activities to deliver within agreed deadlines
• Be attentive and able to understand and act on requests from internal teams and clients
• Excellent organisational skills with the ability to multi-task and work under pressure
• Experience with European and international travel

What we can offer

Avalere Health aims to empower every employee to develop and thrive. We empower our team with the tools, skills, and support needed to think differently and to solve healthcare’s most complex challenges.

At the center of our people-led culture is our Career Experience team, whose mission is to provide every employee with a purpose-driven career. We also pride ourselves on our personalized learning approach to ensure you receive the training you need to help you grow within the company and take advantage of our global scale and scope.

We are committed to embedding diversity and inclusion in every aspect of our organization. We encourage diversity of thought, inclusive behavior, and break down barriers to ensure every individual feels valued and encouraged to contribute their unique abilities and potential. As part of our commitment to building a healthier world, every employee is also encouraged to participate in our community engagement efforts, which support a wide range of healthcare programs and wellbeing causes worldwide.

We have city hubs across North America, Europe, and Asia, geared toward collaborating, training, socializing, and coming together as a global organization while maintaining and fully supporting flexible working practices. Our compensation and benefits package is benchmarked across the industry. We offer a generous company pension/retirement plan, private medical insurance, comprehensive employee wellbeing initiatives, compelling time-off policy, plus many other excellent employee benefits. 

We encourage all applicants to read our candidate privacy notice before applying to Avalere Health.