Head of R&D Events and Admin

at  CEPI

EDUCATION, EXPERIENCE AND COMPETENCE

• Bachelor’s degree or equivalent level of education and experience, preferably in a global biopharma/public health arena
• Minimum five years of experience in international event development or project management for face-to-face and online events or similar role (essential)
• Experience in delegate management and registration systems and online platforms to host meetings (preferred)
• Experience in leading people and projects is a must
• Demonstrated excellent written and oral communication skills
• Proven experience of supporting a number of teams with competing workloads
• Proficient in Microsoft Office and IT Systems
• Excellent organizational and time management skills with ability to multi-task effectively
• Flexible and can take initiative, but also accept direction and seek guidance when required
• Good judgment and has the ability to handle confidential information with discretion

TRAVEL AND LOCATION REQUIREMENTS

• This role can be based on London (UK) or Oslo (Norway)

ABOUT THE ROLE

This role will lead a team to perform a diverse set of support and logistic tasks to ensure the R&D Division has the resources needed to operate smoothly and efficiently.
This role holder will lead the planning, delivery and evaluation of global in person and online events and will help shape these to ensure excellent customer experience and engagement as well as internalizing intel and opportunities to CEPI accordingly.

RESPONSIBILITIES

• Lead a team of Administrative coordinators and event managers, manage priorities, workload and effective ways of working

Events:

• Provide beginning-to-end event management; planning and scheduling of events (e.g. conferences, workshops, panels etc), overseeing the smooth operation of the day and post-event, and associated budget monitoring according to organization policy
• Build, oversee and host online events / courses through our virtual events platform
• Establish strong working relationships with global stakeholders (e.g. non-/government organizations & agencies, industry partners, trade associations etc) and external vendors, including professionally managing calls and emails as their first point of call
• Professionally handle delegate queries, including creating communications and dealing with online and face-to-face queries
• Collaborate with the Communications and Connect teams to ensure that events, stakeholder networking and courses are promoted effectively internalizing relevant intel and opportunities across CEPI accordingly
• Manage all distribution of materials ensuring all written copy, material and product related information is correct
• Develop processes, guidance documents and tools for effective management of the end-to-end process of events management for the R&D department
• Partner with the Workplace Experience team to design and execute a unified event management strategy across the organization, ensuring process consistency and alignment.
• Promote collaboration across CEPI regarding events organisation by sharing best practices and identifying opportunities for ongoing enhancements in event execution, processes and procedures.

Admin:

• Lead the associated team of Administrative coordinators who support the Directors of the R&D division with the day-to-day running of department business.
• Assist the smooth running of the R&D division by developing relationships with stakeholders within the division, identifying and implementing process and procedural improvements in division administration, and supporting the development of the administrative coordinators.