Marketing Ops and Event Associate Manager

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Position Overview

The Marketing Operations and Event Associate Manager will support the International congress and event strategy and execution, as well as managing marketing processes. The position reports to the Head of Marketing International.

In this role, the Marketing Operations and Event Associate Manager will support and manage congresses partnering closely with Marketing and Medical teams. This role will also support and manage outside vendor relations which may include any request for proposal processes with vendors, negotiate vendor contracts, make travel arrangements, and manage association sponsorships/involvement. In addition, the (Junior) Marketing Operations and Event Manager, International will manage and oversee the MLR / Veeva process. Close collaboration with the Senior Manager Marketing Operations & Event, cross-functional teams in International and on country-level as well as the congress and events team in the US is needed.

Essential Duties

Include, but are not limited to, the following:

• Manage and execute exhibits/symposiums, customer events, sales meetings, including faculty selection, agenda development, logistical coordination, and regulatory and compliance review.
• Manage conference budgets, costs, and invoices related to congresses and events.
• Initiate and manage core planning and execution teams for congresses and events.
• Collect and maintain master conference calendar inclusive of congress, date, attendance, exhibits and abstracts.
• Communicate deadlines for congress involvement to all company stakeholders and teams (inclusive of but not limited to symposiums, receptions, etc.).
• Manage and execute logistics in support of congresses and events, as defined above.
• Collaborate with internal stakeholders, cross-functional teams, and external vendors to oversee the logistics and coordination of international congresses.
• Manage relationships and negotiate contracts with third party vendors such as logistics vendors, production vendors, hotels, convention centers, and other venues.
• Coordinate contract reviews, authorized signatures, counter-signed copies, deposits, and other documents required to secure space and rates; follow all compliance rules and regulations.
• Conduct pre- and post-event evaluation.
• Manage MLR / Veeva process, supervise local MLR coordinators and drive optimization of process to increase efficiencies in line with compliance rules and regulations. Provide training as needed to new users.
• Manage marketing materials approval in VEEVA follow-up as needed, and set-up in Veeva CRM library.
• Country cross-functional support/advice for local events, material development and operational questions.
• Work closely with key functional areas including Marketing, Medical, Reimbursement, Legal, and Corporate Communications as well as local Marketing to ensure alignment on Marketing strategy and tactics.
• Flexibility to travel will be expected in this role to ensure successful execution of events.  Travel will be based on onsite event needs and determined by the nature of the event and department event schedule.

Minimum Qualifications

• Bachelor or Master degree or experience in Hospitality, Hotel Management, Business, Marketing Communications or related field.
• Minimum of 2+ years of experience in exhibit/event planning.
• Previous experience managing medical/healthcare/pharmaceuticalexhibits/meetings/events preferred, and understanding of compliance/contract requirements. 
• Advanced proficiency in the Microsoft Office to include Word, Excel, and PowerPoint.
• Fluent in English. Knowledge of German and other European languages is a plus.
• Excellent interpersonal and communication skills, both written and verbal, with the ability to interact with all levels of the organization and customers, build consensus among individuals and teams.
• Exercise initiative and good judgment in making independent decisions when the situation requires, coupled with the tact and judgment to do so appropriately.
• Excellent teamwork skills and ability to integrate successfully multiple cross functional teams.
• Ability to work independently.
• Strong organizational skills.
• Project management.

Our success relies on the experiences and perspectives of a diverse team, and Exact Sciences fosters a culture where all employees can develop personally and professionally with a sense of respect and belonging. If you require an accommodation, please contact us neo@exactsciences.com.

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