Associate Events Planner

JOB TITLE

Associate Events Planner

DEPARTMENT

Global Marketing

JOB CODES

Non-Exempt

MAIN PURPOSE OF JOB AND OBJECTIVES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

The Associate Events Planner is responsible for assisting in driving the Terumo Aortic brand through establishing the strategy, execution plan and executional tactics of a comprehensive tradeshow/conferences plan.  This individual must be extremely organized and possess a high level of interpersonal and communication skills.

POSITION IN ORGANISATION

Position in organisation can be found on the Organisational Chart via the company intranet.

KEY DUTIES

• Assist with establishing and managing conference channel and process: marketing communication tactics in partnership with US Sales, Downstream Marketing, Digital Content Developers, pre-show and post-show communications, booth duty schedule.
• Create the conference schedule, assist with booking speakers, reserving a venue, securing audiovisual and other equipment, arranging for catering, getting sponsorships, overseeing marketing efforts, and serving as the primary point of contact. You are also responsible for making sure the conference event runs smoothly and that post-conference cleanup is flawless.
• Collaboratively develop and execute marketing programs in the field with the sales team.
• Assist with managing tradeshow contracts and association relationships with a global focus on synergies and consolidation.
• Coordinate with other members of the team, including marketing staff and event planners, to ensure that all materials are ready on time for each event.
• Serve as a liaison between the conference attendees and the event organizers by communicating any changes or issues that arise during the planning process.
• Arrange for catering services and purchasing supplies for meals during the event.
• Assist with organizing and schedule pre-conference workshops and other events leading up to the main event.
• Assist with coordinating vendors and speakers to ensure that all details are taken care of, including transportation, lodging arrangements, meals, and audiovisual equipment needs.
• Provide administrative support to all departments involved in planning the event, including registration, catering, facilities, audio/visual, marketing, and social networking.
• Execute and maintain internal processes (e.g. HCP engagement forms, SAP vendor setup, general SAP processes for purchase and payment, etc…) to support Global Marketing activities.

DIMENSIONS & LIMITS OF AUTHORITY

COMPANY

REQUIREMENTS

1. Must work within requirements of company handbook and policy statements.

Note: Company Handbook, Policy Statement and Authorisation of Limits do not form part of the quality system

QUALITY

REQUIREMENTS

1. Maintain awareness of the relevance and importance of activities performed and how they contribute to the achievement of quality objectives.
2. Work within the QMS always, ensure accurate completion of records and highlight issues to immediate supervisor any issues affecting quality.
3. Responsible to ensure facility, processes and documentation always remain in a state of audit readiness.

EH&S REQUIREMENTS

1. Take care of your own health and safety and that of others who may  

be affected by your actions.

2. Work co-operatively to highlight issues affecting Environmental Health and Safety

QUALIFICATIONS & EXPERIENCE

• Strong communication skills (written and oral)
• Ability to organize and conduct multiple, parallel tasks.
• Ability to seek and utilize varied resources.
• Highly accountable, results-focused
• Works cross functionally and with all levels within Terumo Aortic
• Bachelor’s degree in marketing, Advertising, Communication Business of related field
• Minimum 1 year experience in marketing, tradeshow management and event planning, preferably in medical devices
• Proficient with Microsoft Office Suite (Word, PowerPoint, and Excel)
• Project Management Skills, preferred.
• Highly developed organizational, planning and management writing skills and oral communication skills and the ability to work effectively with others.
• Project management tools and procedures, preferred.
• Able to plan activities and budgeting.