Customer Meeting Services Associate at Eli Lilly and Company

Job Desciption

A CMS Associate supports the CMS Specialist and ensures that support is given to all personnel conducting Meetings, and Events tasks in the affiliate. Such support includes, but is not limited to, planning and implementation in line with regulations in the country in which the Meeting or Event will take place. Ensuring the adherence to the Lilly Policies and Procedures related to HCP Interactions and Meetings and Events, by completing all the necessary documents, including HCP Service Agreements. The CMS Associate will be responsible for all the tasks from the meeting submission to HCP Payment, by partnering with Regional CMS colleagues based in Cork, Ireland. Administrative tasks include but are not limited to, preparing key performance indicator reports for management (speaker utilization, cap tracker etc.) and monitoring of promotional and educational materials. The CMS Associate must partner with key cross-functional groups (Marketing, PRA, Sales, Medical, Legal, E&C and Finance) to ensure relevant processes are executed correctly and timeously, without any issues or findings. 

Qualification & Experience

• Bachelor’s Degree

• Minimum of 1 years’ experience, preferably in Event Management and Administration

• Prior experience in the Pharmaceutical Industry is an advantage

• Proficiency in Excel and PowerPoint is mandatory

Skills & Competencies

• Excellent organizational skills (planning, implementing and finalizing)

• Above average attention to detail

• Excellent time management and communication skills

• Customer focus and centricity

• Ability to work under pressure

• Ability to work effectively with the cross-functional teams

• Ability to build and maintain relationships with external partners

• Have a problem-solving mindset

• Ability to use good judgment and to make decisions

• Negotiation skills

• Have an Ethics and Compliance approach

• Work in a constant state of audit readiness

• Strong Excel and PowerPoint skills.

Key Responsibilities

Meeting Management (Internal/ External)

• Comply and ensure compliance with Global/SASSA Standards on Meetings and Events and all other relevant company standards and procedures

• Supports CMS Specialist in maintaining accurate and complete filing systems in the company collaboration site and ensures that all required documentation is uploaded on time

• Efficient management and execution of HCP related events for Medical, Marketing and Sales events; event conceptualization and branding, prepare logistics (meeting venue, registration, air ticket, accommodation, ground arrangements, meals etc.)

• Ensuring that documentation related to Customer Meeting Services is maintained according to E&C rules, SOPs & local regulations.

• Responsible for assisting all MO’s (Sales and Brand with uploading of documentation and ensuring meeting requirements are adhered to)

• Ensuring that Lilly’s relationships with our Global, Regional and Local congress and Meeting providers are managed effectively and leveraged appropriately.

• Maintains a systematic and accurate calendar of events and its requirements

• Post event tasks – Responsible for following up on documentation, supplier evaluation, payment process, expense allocation and chargebacks. Ensures all meetings are closed within the allocated 7-day period. Uploads attendance registers and assist BM’s with the adding of attendees. Ensures name changes of meetings comply with MCE requirements

• Coordination of Internal meetings (Diary management, invites, logistics etc)

Administrative Tasks

• Preparing key performance indicator reports for management (speaker utilization, cap tracker etc).

• E&C Self-monitoring – regular and random selection of promotional and educational materials for review to ensure compliance with procedure.

• Manage the order and payment request; SAP and HCO payment request and ensures accurate and complete supporting documents

• Responsible in maintaining a clean open PO report, accurate accruals and coordinates closely with Accounting Department on clearing POs/invoices for on time payments

• Process orders of materials and services and other departmental requirements through raising shopping carts and following up on-time PO generation. Provide monthly report on SAP payments

• Maintains proper archiving system for all event related documents; POs, HCP due diligence, contracts with customers, meeting card requirements, etc. with giving attention to privacy and record retention policy

• Any other tasks requested and assigned by the CMS Specialist.

Budget Management:

• During planning and organization period, to manage vendor payment timelines according to local affiliate policies.

• Effective follow up of each event’s budget, monitor planned expenses, no-show / cancellation, research and recommend cost saving initiatives for potential events.

• Completing financial booking requirements of events related cost.

• Managing to prepare and share the budget realization reports to Brand Managers of the events completed

Internal and External Key Relationship Management

Internal

• Medical Team

• Marketing Team

• Sales Team:

• HR team

• Finance Team

• Corporate Affairs

• Digital Marketing/MCE

External

• Suppliers/vendors/Market agencies

• Key Thought-Leaders

• Patient support groups and other healthcare organizations in related therapeutic areas

Additional Pertinent Information

***This role is a contract position, outsourced to a Labour Broker (Safrimed). The contract is for a 12-month period.

Closing Date:

Thursday, 9 September 2021