Medical Event Coordinator

Medical Event Coordinator

Are you looking for something bigger for your career? Do you have experience in the pharmaceutical industry and/or event planning? Are you a self-motivated and a resourceful individual who has strong analytical and negotiation skills? Do you have a passion to juggle multiple projects in a fast-paced environment?

If so, we have an outstanding opportunity for you

L’Oréal Canada is looking for an individual who understands the complexity of coordinating multiple projects at the same time and to assist the L’Oréal Dermatological Beauty Division’s brands (CeraVe, La Roche Posay, Vichy) to organize and coordinate medical events (Roundtables, Webinars, Conferences).

We are looking for an energic, go-getter, resourceful and solution-based individual to become our new Medical Event Coordinator.

Key Objectives:

- Organize & Coordinate all Medical Events (roundtables, webinars, conferences, etc.)
- Book venue for regional events, leveraging the Planned platform and/or coordination with PR Agency
- Collaborate and communicate ongoing with reps, regional managers, Medical Communications, and Medical Relations for their regional and national events
- Source, contract and coordinate with all event venues (i.e. restaurants, event spaces, food, drinks, etc.) via the preferred designated agency
- Coordinate with the team and prepare samples, testers, tools, banners, displays, A/V, electrical equipment (when applicable)
- Coordinate with booth/exhibit agency to have exhibit delivered, set-up/torn-down and address any technical needs (i.e. electrical needs, lead tracking at conferences)
- Work with graphic design agency for graphics when necessary (i.e. booth display panels, pull-up banners, tablecloths, invitations, communication materials, etc.)
- Enter events into our internal CRM and Event Management system and ensure that all relevant fields are completed, budgets accounted for and stakeholders are included
- Manage/create venues and vendors in our internal CRM and Event Management system
- Manage/create HCP speaker accounts in our internal CRM and Event Management system when required
- Manage the payments of HCP Honoraria, including following-up with HCPs to receive invoices and providing them to the appropriate agency for payment
- Create POs with agencies, venues and/or preferred event suppliers
- Work with Medical Digital to develop and maintain a complete dashboard of HCPs that have been paid for their services related to medical events
- Manage the execution of speaker and participant contracts
- Coordinate event kits when applicable (i.e. bags, products, etc.) including the design, kitting and delivery
- Work with agency to acquire and deliver any meal vouchers for virtual events if/when required

Job requirements:

- Bachelor’s Degree required plus 1+ years of related experience
- Excellent Customer Service and interpersonal skills
- Strong written and verbal communication skills (French and English)
- Strong time-management and organizational skills
- Experience negotiating prices for venues and event needs
- Understanding of pharmaceutical industry and CME events are strong assets
- Previous event planning preferred
- Strong project management skills and detail oriented
- Knowledge of performance monitoring methods for events and the ability to create reports to guide future event coordination improvements
- Experience managing a budget and finances
- Ability to work independently as well as part of a collaborative team
- Previous experience with CRM or Event Management platforms is a strong asset, but not required. Training will be provided
- Tech savvy and knowledge of Microsoft Office programs
- Flexible remote working environment with the expectation to work at the L’Oréal Canada office in downtown Montreal at least 3 days per week.
- Willingness and ability to travel up to 15% of the time if or when needed and available for occasional weekend and/or extended hours