Events Specialist
United States - RemoteUnited States of America, Remote Additional Locations: Remote, Florida, United States of America;Remote, Illinois, United States of America;Remote, Texas, United States of America Job ID R0000031390 Category Marketing
About this Role
Home Based, US (East Coast/Mid-West preferred)
Parexel's Events Specialist owns a variety of strategic, tactical, logistical, and operational tasks related to Parexel’s global conferences and events. This role is instrumental in planning, execution, on-site management, evaluation, and improvement of Parexel’s events. The Events Specialist is also a key partner in handling speaker arrangements, including scheduling, communication, and support before, during, and after events. The Events Specialist must travel within the United States (up to 30%) to attend planned events and coordinate various on-site needs with Parexel colleagues, customers, vendors, and conference producers. This role requires flexibility to work weekends or evenings when necessary.
Research and Planning
- Interfaces with senior level executives inside and outside of the organization.
- Drives the marketing, planning, and logistics of trade shows and events (with an emphasis in U.S.).
- Collaborates with the marketing team in determining the strategic importance of each event, its specific focus/program/agenda, and the attendees i.e., customers, influencers, competitors, etc.
- Evaluates trade show booth requirements, coordinates exhibit property logistics and maintenance.
- Manages event timelines and technical requirements received from conference organizers.
- Determines and secures Parexel attendees based on the strategic priorities of the event.
- Supports the development of event promotions, internal communications, and social media plans.
- Conducts research for proprietary Parexel client receptions tied to key events.
- Works with the marketing team to research and identify new event opportunities and provide recommendations.
- Controls inventory of promotional products used specifically at events.
- Oversees group hotel bookings.
- Provides regular updates to Parexel business groups as needed.
- Partners with social media team on event-related content and timing.
- Coordinates food & beverage, branding, planning for proprietary Parexel client receptions tied to key events.
- Coordinates communication with speakers from initial outreach to post-event follow-up in collaboration with service line marketing.
- Manages the events thought leadership tracker.
- Provides event-day support and serves as the primary point of contact for speakers during the event.
- Handles speaker requirements from presentation materials, bios, head shots to other relevant content.
Execution and Reporting
- Handles the contract review, management and execution process.
- Maintains accurate records and reconciles each event budget.
- Manage payment of event-related invoices within the approved budget, following the event purchasing process (vendor set up and POs), resolving vendor inquiries, and tracking expenses.
- Partners with the service line marketing team to suggest & create speaker topic ideas, develop relevant speaker abstracts and write/edit thought leadership submissions for conference producers in accordance with deadlines.
- Ensures corporate platforms and calendars are up to date with accurate event information.
- Manages internal badge registration in accordance with conference deadlines.
- Owns pre-and-post event briefing document.
- Ensures that speakers understand their roles and expectations for the event in collaboration with service line marketing.
- Follows thought leadership review process to ensure presentations meet event guidelines and are on-brand in collaboration with service line marketing.
- Maintains all speaker materials for conference submission and backup speaker resources for any potential technical or logistical problems.
- Addresses any last-minute issues or changes with speakers, such as cancellations or delays in collaboration with service line marketing lead.
- Leads onsite project management for up to 30 U.S. events.
- Ensures a high-quality presence at each trade show by overseeing the production of in-person or virtual exhibits in collaboration with third-party booth vendors, following established guidelines and processes.
- Evaluates event success through attendee feedback, data analysis, and reporting.
- Develops post-show analysis along with managing lead distribution and follow-up.
Skills
- Possesses a solid understanding of event best practices and emerging trends.
- Demonstrates strong interpersonal and communication skills (written and verbal), with the ability to effectively communicate with all management levels, internally and externally.
- Takes ownership of work with minimal supervision and is perceived as a valuable team member.
- Shows passion, high energy, and results-oriented mindset, with the ability to thrive in a fast-paced, demanding environment with evolving priorities.
- Displays proactive initiative, high work standards, attention to detail and accuracy, professionalism, and project management capabilities.
- Adopts a client-focused approach, maintaining a professional demeanor with a positive attitude under pressure.
- Demonstrates strong budgeting skills with the ability to manage event finances within allocated budgets.
- Physically capable of lifting up to twenty-five pounds and transporting event materials and supplies.
- Available for overtime work, as necessary.
- Willing to travel up to 30% of the time required for live/in-person events, suggested site visits, etc.
Knowledge and Experience
- 6+ years of events experience in the biopharmaceutical industry preferred, whether from working in-house at a pharmaceutical or biotechnology company or serving the industry through a marketing agency.
- Proficiency in event management, including best practices and technologies.
- Strong client relationship and customer service skills
- Understanding of trade show production timelines
- Ability to act quickly and decisively to address unexpected issues
- Exhibit excellent time and project management skills, capable of delivering projects within tight timelines.
Education
- Bachelor's degree (BA or BS) in Marketing, Communications, Business, or a related field; or a combination of relevant education and experience
- Events training or certification is highly desirable.
#LI-REMOTE
EEO Disclaimer
Parexel is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to legally protected status, which in the United States includes race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.
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