Program & Events Specialist

The Opportunity

This position works out of our Austin, TX office or our Pleasanton, CA office in the Heart Failure Division. Leading an active lifestyle is important to the many people we serve. In Abbott’s Heart Failure (HF) business, we’re developing solutions to diagnose, monitor and manage heart failure, allowing people to restore their health and get on with their lives.

The Program & Events Specialist, HF Professional Education, will strategically plan and execute educational events of various scales for Abbott customers and other external stakeholders. Responsible for ensuring Heart Failure divisional priorities and business objectives are met. Tactically execute key events to increase awareness and engagement with patients and/or HCPs to drive consideration and adoption of Heart Failure solutions. Works closely and manages relationships with vendors to design event elements, procure housing, acquire appropriate meeting space, and manage attendee registration. Develop communications to the field, management, and attendees to ensure awareness and engagement in events. Manage the planning and supervision of all outside contractors to include arranging services needed on-site, cooperation and communication with hotels and key event suppliers. Serve as liaison with Abbott key stakeholders and external partnerships. Provide proper and timely payment of invoices, charge backs, HCP compliance reporting, and complete event report. Skills in planning, organization, communication, and execution of customer programs is essential. This role will report to Sr. Manager, HF Professional Education.

What You’ll Do

• Execute short and long-term tactics to ensure educational activities and programs are in place to maintain Abbott’s reputation, meet division and business objectives.
• Execute effective education programs to drive market growth and adoption of assigned products with both patients and HCPs.
• Ensure alignment and coordination with appropriate cross-functional partners.
• Take initiative and use independent judgment to execute meeting logistics (e.g., housing, meeting space, travel) on time and within budget.
• Works closely and maintains relationships with key suppliers and vendors to execute meeting planning services. Includes application of Procurement processes for supplier/vendor sourcing and contracting.
• Maintain budget tracking for all assigned events/meetings, monitoring costs within or under budget.
• Manage HCP contracting process through the appropriate execution of MSA and SOWs required for HCP-led education programs. Includes completion of Fair Market Value analysis to determine HCP payment rate.
• Implement appropriate post-event evaluations and reports to leadership to assess effectiveness of events.
• Develop relationships with HCP Faculty and Attendees to encourage continued participation and to foster positive relationships between Abbott and clinicians.
• Application of Abbott’s brand strategy to event design and collateral materials.
• Maintain positive and cooperative communications and collaboration with all levels of Abbott employees, customers, contractors, and vendors.
• Provide accurate, timely communications information to internal stakeholders and customers.
• Document procedures for seamless and compliant program/event execution in accordance with the U.S. Ethics and Compliance Policy and Procedures.
• Application and compliance with department policies, procedures, processes, checklists, etc.
• Coordinate calendars, communications, content reviews, process attendee requests, logistics (e.g. travel, food and beverage, transportation, agenda planning), track analytics, costs, attendee feedback and reports.
• Actively participate in education program including setup/cleanup (e.g. printed materials and product specific materials, equipment setup, attendee sign-ins, etc.), greeting customers and with closing actions (e.g. documentation).
• Monitor and enforce all Abbott Business Conduct standards and regulations as they pertain to HCP programs and ensure all programs follow AdvaMed, Sunshine reporting, state laws, and association guidelines
• Complies with U.S. Food and Drug Administration (FDA) regulations, other regulatory requirements, Company policies, operating procedures, processes, and task assignments.

Required Qualifications

• Bachelor’s degree or equivalent combination of education and work experience.
• Minimum 2+ years’ experience in meeting and/or event planning.
• Exceptional organizational and prioritization skills with strong attention to details.
• Demonstrates strong project management skills while showing a customer-service focused mentality.
• Track record of proactive problem solving.
• Able to work independently, make accurate decisions and handle multiple projects simultaneously.
• Ability to work effectively within a team in a fast-paced changing environment.
• Strong verbal and written communications with ability to effectively communicate at multiple levels in the organization.
• Strong planning and follow-up skills and ability to hold others accountable.
• Ability to travel approximately 40%, including internationally.

Preferred Qualifications

• 5+ years preferred in meeting and/or event planning.
• Experience in medical device, healthcare or pharmaceuticals preferred.
• Experience with event management tools (CVENT, Lanyon, etc.) preferred.