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Parexel has an exciting opportunity available to join our Marketing function as an Events Coordinator! The Events Coordinator performs a range of tactical, logistical, and administrative duties to support Parexel’s global conference and events programs. This role is deeply involved in the planning, execution, on-site coordination, measurement, and continuous improvement of Parexel's participation in industry and proprietary events. There will be travel associated with the position in order to attend planned events and to coordinate varying on-site needs with Parexel colleagues, customers, vendors, and conference producers.
1. Coordinate the marketing, planning, and logistics of trade shows and events, with an emphasis on those taking place in Europe
2. Manage event timelines and technical requirements received from conference organizers
3. Evaluate booth requirements and coordinate exhibit property logistics and maintenance
4. Assist 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.
5. Ensure 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
6. Work with the marketing team to research and identify new event opportunities and provide recommendations
7. Manage the inventory of promotional products used specifically at events
8. Manage internal group hotel bookings
9. Support the contract review and management process
10. Support financial and payment arrangements for events, including vendor setup, purchase orders (POs), and virtual credit card payments
11. Manage the event budget
12. Manage payment of event-related invoices within the approved budget, following the event purchasing process, resolving vendor inquiries, and tracking expenses
13. Support the development of event promotions, internal communications and social media plans
14. Ensure corporate platforms are updated with current event information
15. Manage internal badge registration
16. Assist in venue research for potential auxiliary events
17. Assist in coordination with F&B, branding, and planning for potential auxiliary events
18. Support live events with onsite project management
19. Conduct post-show analysis along with managing lead distribution and follow-up
20. Help maintain a pre and post-event briefing document
21. Possess a solid understanding of event best practices and emerging trends
22. Demonstrate strong interpersonal and communication skills
23. Show passion, high energy, and a results-oriented mindset, with the ability to thrive in a fast-paced, demanding environment with evolving priorities
24. Display proactive initiative, high work standards, attention to detail and accuracy, professionalism, and project management capabilities
25. Adopt a client-focused approach, maintaining a patient and professional demeanor with a positive attitude under pressure
26. Be willing to travel up to 30% of the time as required for live/in-person events, suggested site visits, etc.
27. 5 to 7 years of professional event experience, preferably in a B2B industry
28. Experience in the pharmaceutical industry is advantageous, but not required
29. Proficiency in event management, including best practices and technologies
30. Demonstrate a strong working knowledge of MS Office
31. Understanding of trade show production timelines
32. Ability to act quickly and decisively to address unexpected issues
33. Excellent time and project management skills, capable of delivering projects within tight timelines
34. Bachelor's degree (BA or BS) in Marketing, Communications, Business, or a related field; or a combination of relevant education and experience
35. Professional events training is desirable