Events Coordinator

at  Parexel

KEY ACCOUNTABILITIES

• Coordinate the marketing, planning, and logistics of trade shows and events, with an emphasis on those taking place in Europe
• Manage event timelines and technical requirements received from conference organizers
• Evaluate booth requirements and coordinate exhibit property logistics and maintenance
• 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.
• 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
• Work with the marketing team to research and identify new event opportunities and provide recommendations
• Manage the inventory of promotional products used specifically at events
• Manage internal group hotel bookings
• Support the contract review and management process
• Support financial and payment arrangements for events, including vendor setup, purchase orders (POs), and virtual credit card payments
• Manage the event budget
• Manage payment of event-related invoices within the approved budget, following the event purchasing process, resolving vendor inquiries, and tracking expenses
• Support the development of event promotions, internal communications and social media plans
• Ensure corporate platforms are updated with current event information
• Manage internal badge registration
• Assist in venue research for potential auxiliary events
• Assist in coordination with F&B, branding, and planning for potential auxiliary events
• Support live events with onsite project management
• Conduct post-show analysis along with managing lead distribution and follow-up
• Help maintain a pre and post-event briefing document

SKILLS

• Possess a solid understanding of event best practices and emerging trends
• Demonstrate strong interpersonal and communication skills
• Show passion, high energy, and a results-oriented mindset, with the ability to thrive in a fast-paced, demanding environment with evolving priorities
• Display proactive initiative, high work standards, attention to detail and accuracy, professionalism, and project management capabilities
• Adopt a client-focused approach, maintaining a patient and professional demeanor with a positive attitude under pressure
• Be willing to travel up to 30% of the time as required for live/in-person events, suggested site visits, etc.

KNOWLEDGE AND EXPERIENCE

• 5 to 7 years of professional event experience, preferably in a B2B industry
• Experience in the pharmaceutical industry is advantageous, but not required
• Proficiency in event management, including best practices and technologies
• Demonstrate a strong working knowledge of MS Office
• Understanding of trade show production timelines
• Ability to act quickly and decisively to address unexpected issues
• 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
• Professional events training is desirable

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.