at Incyte Corporation in Wilmington, Delaware, United States
Incyte is a biopharmaceutical company focused on the discovery, development, and commercialization of novel medicines to meet serious unmet medical needs in oncology and inflammation and autoimmunity. Incyte is committed to the rigorous pursuit of research and development excellence to improve the lives of patients, make a difference in health care, and build sustainable value.
The Company strives to discover and develop first-in-class and best-in-class medicines-advancing a diverse portfolio of large and small molecules.
Job Summary (Primary function)
The Senior Manager, Marketing Operations (Conventions) leads the day-to-day operational and logistical related activities for the execution of Congress Meetings and Medical Conventions.
The role will lead cross-functionally to ensure activities are aligned and support the overall meeting strategy. The role will manage third-party supplier partner relationships to ensure superior execution, along with policy and compliance adherence. Highly collaborative position where decisions will be made in a team environment, involving key stakeholders from internal departments and external partners. Position requires extensive contact with stakeholders to secure meeting requirements, communicate effectively to logistics vendors and other third-party vendors; and ensure excellence in operations, on-site execution, and financial reconciliation. This role is responsible for the management and reconciliation of the convention budget.
Essential Functions of the Job (Key responsibilities)
Oversight of the planning and execution of assigned Exhibits/Congresses.
Work closely with cross functional partners to understand emerging business needs.
Demonstrate and utilize holistic understanding of exhibit planning process, including financial, compliance and close out responsibilities.
Influence business leaders and effectively collaborate cross-functionally to deliver business results.
Identify and implement projects that improve the exhibit experience and allow Incyte to execute more cost effectively, while providing efficient and effective delivery of organizational strategies.
Responsible to manage exhibit expenses and ensure that all expenses align with Incyte's financial policy and procedures, compliance, and financial and purchasing policies.
Review and add strategic negotiation insight with third party Master Service Agreement.
Review and manage third party service level agreements within the Master Services Agreements.
Develop and maintain relationships with third party vendors in the exhibit industry.
Monitor industry trends and continuously assess opportunities for Incyte.
Tactical management of exhibit-related tasks including:
Work with brand teams to determine strategy for booth design and booth experience.
Budget and reconciliation, relative to the exhibit.
Liaise with exhibit house and logistics vendor.
Act as advisor and project manager for the brand teams, Medical Affairs, etc.
Overall project management of exhibit space.
Responsible to produce post exhibit reports and cost review.
Maintain and update program data in Congress SharePoint Portal and Convention calendar information.
Review event bills for accuracy, and approve payment and ensure timely payment of invoices and billing reconciliation, including accruals with Finance.
Manage, execute and administer all planning aspects of conventions, including association liaison and communications, commercial booth management, association exhibit space, meeting space and housing procurements, overseeing exhibit companies, exhibit shipments, installation and dismantling, representative staffing and scheduling, ancillary meetings, receptions, dinners and hospitality events.
Interface with brand team members and Promotional Review team to ensure all communications, sales literature, reprints, promotional items, convention graphics, and general information are pertinent and compliant.
Manage all communication aspects of respective meetings or conventions to internal attendees, including coordination of various departmental attendees, field sales force, brand team members, and senior management, as appropriate.
Establish and maintain relationships with required vendors to implement efficient and effective business processes and capabilities.
Direct vendors on delivering high quality service and assure compliance with service level expectations and timelines to ensure effective delivery of services. Ensure quality assurance and controls are in place.
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