ITALIAN Speaking Events and Engagements Specialist

External Job DescriptionEvents and Engagements Specialist

• Location: Budapest
• Job type: Permanent and Full time

About the job

Our Team:

Our Hubs are a crucial part of how we innovate, improving performance across every Sanofi department and providing a springboard for the amazing work we do. Build a career and you can be part of transforming our business while helping to change millions of lives. Ready?

As Events and Engagements Specialist you’ll be in charge of implementing event plans within their areas of responsibility, as well as operational activities related to services provided by different Sanofi organizations. You will own end-to-end process for events within your scope, including congresses and conventions, sales meetings, standalone meetings or webinars, advisory board meetings, and speaker training meetings. You will manage external suppliers and communicate with internal and external stakeholders, ensuring consistent company representation and full compliance at all times.

The role requires the capacity to assess risks when faced with uncertain and rapidly changing environmental conditions, making decisions supported by strategy, and finding resources to resolve issues in an efficient and business-appropriate manner. Effective communication is a must, as this role is an ambassador for the company’s Play to Win strategy and is accountable for operational activities within scope. 

Main responsibilities:

On Events

• Partner with transversal brand teams, creative agencies, and exhibit vendors for the best end-to-end experience at every event that meets/exceeds the expectations of our internal and external stakeholders.
• Provide input regarding site selection, service contractors, contract negotiation and budget planning. Facilitate vendor selection.
• Adhere to company policies, particularly those related to transparency and compliance.
• In charge of remote meeting management through local vendors, as well as technical and analytical support for hybrid and virtual meetings.
• Coordinate hotel accommodations and services, transportation, communications and facilities support, program functions and related activities, either directly or through a third party.
• Plan and organize different types of meetings, identify risks early in the process and set up a risk mitigation plan. Provide hands-on management of all program logistics, including attendee registration and data management, food and beverage selection, speaker communications, audiovisual needs, and off-site venues.
• Ensure budget management, financial reconciliation and post-meeting reporting to identify synergies and cost-efficiencies achieved.
• Serve as the subject-matter expert for the implementation & training of technology solutions, and analysis of attendee data. Provide technical support and troubleshooting for One Sanofi platforms such as SpotMe and cVent, as well as other meeting technology solutions.

On Engagements:

• Coordinate activities related event-related services, from the creation of the event or engagement, its approval, invitations, contract signatures and financial approvals through to the post-event invoicing and transparency disclosures.
• Provide active data input to the Global Rationale Form for event and engagement approval, as well as coordinate related approvals.
• Create and support completion of Service Agreements using One Sanofi tools and platforms. Manage corresponding reviews and approvals via the One Sanofi transparency approval and reporting tool. Coordinate Agreement signatures, communicating with external and internal parties, which include the Contract Management team for complex agreements.
• Prepare Fair Market Value calculations for the review and acceptance of each business unit.
• Manage financial approvals and post-event invoice payments.
• Deliver the best end-to-end experience for internal and external stakeholders through event planning, implementation, and tracking.
• Share knowledge and best practices with peers and stakeholders.
• Develop strong working relationships through transparent communication in all directions.
• Contribute to ensuring vendors and partners consistently meet or exceed obligations, perform constant evaluation of services and processes.
• Provide metrics on relevant markers of event management success, as well as those related to transparency and compliance in a timely and accurate manner.
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