Job Description
Join a leading global biopharmaceutical company as an Event Planner – Medical Affairs Meeting & Events (Contractor)
Job Overview:
We are seeking a highly organised, detail‑oriented Event Planner II to join the Medical Affairs Meetings & Events team on a contract basis. This role plays a key part in the compliant planning and seamless delivery of Advisory Boards, departmental meetings, and other HCP‑focused events. The ideal candidate will bring strong project‑management experience, excellent stakeholder coordination skills, and a deep understanding of compliance processes within the pharmaceutical industry.
• Location: 2 Roundwood Ave, Hayes, Uxbridge UB11 1AF (Hybrid – 2–3 days on‑site)
• Hours per Week: 37.5- Monday to Friday. 9:00 am – 5:30 pm
• Contract length - 6 months
• Hourly Rate:
PAYE: £23.97 – £26.03 per hour
Umbrella (via Hays‑approved provider): £32.71 – £35.51 per hour
• Contract Length: 6 months
• Start Date: ASAP
Key Responsibilities
• Plan and deliver Medical Affairs Advisory Programs, departmental meetings, and strategic events independently.
• Ensure all HCP‑related activities meet internal policy, legal, and industry compliance requirements, including contract management, honoraria, and ToV reporting.
• Partner with cross‑functional teams, vendors, and stakeholders to ensure events meet quality and compliance expectations.
• Serve as the main point of contact for HCP logistics, travel, and payment coordination.
• Manage event submissions, documentation, and approval workflows within internal compliance systems.
• Oversee the creation, execution, and tracking of HCP contracts and associated documentation.
• Coordinate honorarium payments and ensure compliance with global reporting requirements (e.g., Sunshine Act, EFPIA).
• Attend events to oversee onsite logistics, including AV, catering, travel arrangements, venue management, and off‑site dinners.
• Prepare and distribute internal communications and event‑related updates.
• Complete post‑event analysis including budget reconciliation, reporting, and compliance documentation.
• Recommend venues and suppliers based on program needs and internal standards.
• Negotiate vendor contracts in alignment with procurement and legal requirements.
• Conduct site visits to assess venue suitability and service quality.
• Manage event budgets, raise POs, process payments, track spend, and reconcile expenses.
• Support continuous improvement initiatives within the Meetings & Events function.
• Provide training to internal teams on best practices for compliant event execution.
Key Requirements
• Bachelor’s degree with 4+ years of experience in pharmaceutical or event‑planning roles.
• Demonstrated experience managing complex events and HCP engagements.
• Strong understanding of compliance requirements, including ToV reporting and HCP payment processes.
• Excellent project‑management ability with proven experience handling multiple priorities independently.
• Strong interpersonal and communication skills; confident building relationships across diverse stakeholder groups.
• Skilled in problem‑solving and navigating compliance‑heavy processes.
• Proficiency in Microsoft Office and experience with compliance systems.
• Familiarity with internal processes or therapeutic areas (advantageous).
• Ability to travel internationally up to 25%.
Additional Information:
Interview Process: To be confirmed.