Regional Event Coordinator
Merck Sharp & Dohme
Total years of experience :29 years, 1 Months
-Planning and Tracking Events (Regional Symposiums & International Congresses):
-Creation of different templates to facilitate the work flow during the coordination of the regional events as for "Regional Marketing Event Calendar" to facilitate periodic modifications & updates by the Brand Manager whenever warranted./ Commitment Sheet/Cross Charging Sheet…
-Coordination with Brand Manager(s) to set event requirements: (List of contact persons /country, timelines/deadlines)
-Negotiate for the best offers from different hotels while maintaining high MSD quality standards.
-Set up a follow up meeting with the Brand Manager to discuss the offers and shortlist venue/ Obtain final sign off of the delegated signatories.
- Communicate with the participant countries: to send out their participants' flights and their requirements
-Work closely with the Brand Manager to list and prepare the required for promotion material used during the event site.
-Implement the following required prior to the event date:
*Communicate the Participants List (flights/ meals / special requirements if any) to the hotel. To facilitate action plan in terms of transportation/restaurants
*Site visit to the hotel to ensure meeting rooms' setup and audiovisuals are as per requirements.
-Site visit and coordination with preferred restaurants to evaluate suitability and fulfillment
-Implementation on site Prior/during event: Onsite meeting with brand manager /Event Coordinator/Country representatives to agree/assign tasks to every particpant to ensure the implementation of the Hotel Action Plan (Final meeting rooms setup as required. & Testing of audiovisual).
-Post event follow up on bills (review and get signatories for settlements), confirm with the Brand Manager the split percent /per country and forward to finance for their action.
Tasks Handled:
• System Initial Setup Tasks
• Acquiring customers data from the Gulf region (UAE, Kuwait, Bahrain, Qatar & Oman)
• Building customer data: Collation, Input, Scrutinizing
• Mapping data according to territories allocated to Sales Force. Creating & Maintaining employees records and accounts
• Design, develop, maintain and produce System training material
• Launched System training for Gulf region: Employees:, Sales Representatives, Sales/Country Managers, Business Unit Managers, Product Managers and other office based staff.
• Ongoing Maintenance of customers database for accuracy and updation (i.e. Authorization, Customer Information Details, etc.)
• Maintaining the field force structure, customer allocations for team positions, product and resources allocation in coordination with the management
• Conducting System Training for the new Employees
• Increasing efficiency by conducting follow-up System training sessions for existing employees.
• Provide First-Line system help desk support: Troubleshoot errors reported by the users and respond to the general queries.
• Logging & following-up support requests with the regional support team based in Brussels to resolve complex issues.
• Monitor and Measure the quality of data within the system and take appropriate action to maintain a high level of compliance with business rules & needs.
• Plan, Produce and distribute routine reports. Provide on demand reports to all levels of management
• Provide Administrative support to the Marketing Department Head & Product Managers such as expense reports, annual leaves scheduling
• Preparation of contracts & confidentiality agreements with the Suppliers.
• Products Launch and Promotional Events Coordination( negotiation with hotels, banqueting arrangements, attendee travel requirements, etc.)
• Manage independently the process of all promotional materials (Budget Management Sheets, Purchase Orders, Medical Legal Submissions, Inventory, etc)
• Supported the direction and coordination of the process re-engineering review team member in collaboration with Businesses in the bank
• Contributed to the development and implementation of Bank flows function
• Designed a staff survey
Tasks Handled:
• Microsoft Office Application Training
• GroupWise 4.0 Application Training
• Training the Trainer
• Performed administrative functions including staff scheduling, supervision, curriculum development and report writing
• Prepared reports and statistical analysis
Key Qualification:
• Deliver presentations/Training to universities, institutions and professional organizations
• Developed the ability to handle pressure, flexibility, high energy and pride in accomplishment
• Demonstrated high skills in relation with multi culture.
• Demonstrated ability to manage simultaneous projects and meeting deadlines
• Supervise and evaluate professional teachers
• Scheduled and resolved all customers problems
Prepared Report and statistical analysis
Performed administrative functions
Preparation of the offers and contracts
Performed administrative functions