What are the responsibilities and job description for the Associate - Global Meetings position at Eli Lilly?
At Lilly, we unite caring with discovery to make life better for people around the world. We are a global healthcare leader headquartered in Indianapolis, Indiana. Our 35,000 employees around the world work to discover and bring life-changing medicines to those who need them, improve the understanding and management of disease, and give back to our communities through philanthropy and volunteerism. We give our best effort to our work, and we put people first. We’re looking for people who are determined to make life better for people around the world.
Lilly Meetings and Congress – Global Meetings delivers strategic project management and oversight of global cross-border customer engagements by ensuring compliance adherence, timely execution, and exceptional customer experience. Our process ensures that we deliver results with integrity, consistency and quality supporting activities across the enterprise. Our main goal is to provide an unparalleled experience both internally and externally at Eli Lilly and Company.
The Lilly Meetings and Congress – Global Meetings Associate will be responsible mainly for external engagement of Lilly’s key external Thought Leaders (TL) and Health Care Professionals (HCPs) which includes customer service, communication, and strategic project management implementation for all globally funded activities. These responsibilities will include contracting, transparency, compliance rules, and dissemination of meeting information. We connect cross-functional partners, in a complex space, to create positive and consistent customer experiences. The Lilly Meetings Global Associate will engage as a strong business partnership with Lilly Meeting Owners and Thought Leader Center of Excellence, to ensure holistic and seamless experiences for our HCP and NON-HCP external customers. They will drive implementation of events (F2F or Virtual) through our preferred vendor partners while ensuring defined compliant standards, a timely delivery of the events, while working within cost restraints and maintaining high quality service to our customers.
Key Objectives/Deliverables:
Customer Focus:
Key Objectives/Deliverables:
Customer Focus:
- Main point of contact for our external customers.
- Ability to make judgement-based decisions.
- Deep understanding of policies, procedures, points of view documents to ensure compliant decisions while being able to make quick and timely judgement-based decisions.
- Drive and implement final solutions by using critical thinking skills, expertise, while partnering with key business partners, if necessary.
- Expert of meeting types and contracting processes, including various internal systems such as the Mercury tool, Centralized Payment System (CPS), International Meeting Approval tool (IMA) and Medical Research Contracting.
- Establish and maintain strategic partnerships with internal customers across each Therapeutic Area/Business Units.
- Understand meeting objectives, expectations and needs of internal customers by providing strategic meeting expertise and direction to ensure fulfilment of meeting expectations.
- Maintain and enhance disease state knowledge necessary to provide strategic input with key business partners.
- Provide strategic project management and implementation of external meetings for the assigned Therapeutic area/Business unit.
- Main point of contact for various internal and external organizations such as: Meeting Owners, Global Business Solutions, Ethics & Compliance, Advising Central and Travel and Meeting Planning Companies (MPC).
- Identify and collaborate with the local and regional MPCs and delegate the implementation of meeting logistics.
- Effectively lead, develop, collaborate, and manage multiple relationships with external partners to positively impact events
- Analyze and evaluate all solutions on both system and non-system related issues that could impact the customer experience.
Project Management:
- Must develop technical expertise and knowledge of the Lilly meetings end-to-end process, including various systems and processes that includes meeting registration, contracting, and transparency requirements.
- Initiate and maintain project plans, lead kick-off calls and conference calls with all the functions, stakeholders, and suppliers on a regular basis.
- Work closely with other Lilly Meetings & Congresses teams (Local & Regional) to ensure seamless customer experience and delivery of services on the HCP contract and transparency requirements.
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Event project management: Manage the partnership with Lilly Meeting and Travel Suppliers:
- Venue sourcing and hotel contracting
- Contracting of speakers/consultants
- Registration process, travel, transfers, dinners, onsite support and other logistical needs
- Travel on-site (if required) to oversee the meeting and to ensure a successful execution of the activity.
- Review, analyze, and propose necessary interventions on post-event customer (VOC) surveys, feedback, and budget recaps and incorporate learning into future and for management and metrics report.
- Debrief on meetings with stakeholders and MPC and determine any after action review items.
Compliance:
- Comply with Global Standards on Meetings and Events, Interactions with External Parties and all other relevant Lilly policies, standards, and procedures.
- Collect, submit, and keep records of all required approvals according to deadlines.
- Make certain Transfer of Value (ToV) is monitored and reported.
- Ensure that all documentation is captured and uploaded to the appropriate source system (final project plans, approvals and compliance documentation).
- Oversee crisis plan is in place and lead in case of crisis.
Business Planning and Operations:
Responsible for understanding the Business Units/Therapeutic Area forecast for meetings including full budget oversight.- Utilize experience and expertise with meeting opportunities and technology to drive positive outcomes to achieve business objectives.
- Ensure all Purchase Orders are requested and that all financial processes are followed within the timelines.
- Accountable for the payment process for meetings for Strategic Sourcing, MPC and other vendors (invoice control and tracking).
- Proactively address concerns with direct supervisor to ensure quick resolution.
- Establish and maintain internal partnerships with compliance, finance and procurement.
- Be responsive to audit readiness, quality, and compliance requests.
Continuous Development of Knowledge and Skills:
Ensure performance objectives are in alignment with company and department objectives and are approved by your direct supervisor.- Develop technical and personal skills aligned with the Meetings Associate role.
- Provide coaching and mentoring to others by sharing information, giving guidance, and answering questions.
- Be recognized as a technical expert for Meetings & Congresses deliverables.
- Support external outreach activities to develop and maintain an awareness of HCP meeting initiatives outside of Lilly.
- Represent Lilly and participate in external industry meetings, pharma associations, and societies.
- Maintain and enhance knowledge of compliance and regulatory guidelines.
- Network with others to identify and share best practices both internally and externally.
- Contribute to process improvements, suggesting opportunities where appropriate.
- Actively participate in initiatives such as organizational metrics, customer satisfaction surveys, internal feedback, systems enhancements, and other key projects that provide continuous development and growth opportunities for the organization.
Basic Qualifications:
- Bachelor’s degree or Associate’s degree with minimum 5 years of experience.
- Minimum 3 years of customer, meetings, or project management experience.
- Qualified candidate must be legally authorized to be employed in the United States. Lilly does not anticipate providing sponsorship for employment visa status (e.g., H-1B or TN status) for this position.
Additional Skills/Preferences:
- Demonstrated strong customer focus with the ability to develop key professional relationships in all aspects of the position that result in stable, consistent, reliable, and courteous communication when dealing with other key business partners and external customers.
- Contracting experience.
- Strong proficiency and learning agility with various computer applications and software.
- Ability to solve problems work independently and use judgement-based skillset in a changing and multi-tasking environment with numerous deadlines.
- Strong leadership, good judgment, time-management, interpersonal, problem-solving, negotiation, influencing, motivational, project management, and critical thinking skills with ability to use effectively in a team, cross-functional, matrix, and global multi-cultural and virtual environment.
- Ability to communicate clearly and succinctly with all audiences and forums through exemplary English oral and written communication skills.
- Ability to model and exemplify teamwork to ensure success of business and peers.
- High learning agility with ability to adapt to a changing environment and champion organizational change with a strong customer and people orientation/focus.
- Problem-solving and conflict management skills with ability to assess risk to effectively make decisions and defend positions.
- Strong background in various forms of engaging with customers or meetings management experience.
- Understanding of patient journeys, moments of truth, and customer engagement.
- Working knowledge of Lilly Privacy Program.
- Previous experience partnering with external vendors.
Additional Information:
- Ability to travel up to 25% at peak times required.
Eli Lilly and Company, Lilly USA, LLC and our wholly owned subsidiaries (collectively “Lilly”) are committed to help individuals with disabilities to participate in the workforce and ensure equal opportunity to compete for jobs. If you require an accommodation to submit a resume for positions at Lilly, please email Lilly Human Resources ( Lilly_Recruiting_Compliance@lists.lilly.com ) for further assistance. Please note This email address is intended for use only to request an accommodation as part of the application process. Any other correspondence will not receive a response.
Lilly is an EEO/Affirmative Action Employer and does not discriminate on the basis of age, race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, protected veteran status, disability or any other legally protected status.
Lilly is an EEO/Affirmative Action Employer and does not discriminate on the basis of age, race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, protected veteran status, disability or any other legally protected status.
Our employee resource groups (ERGs) offer strong support networks for their members and help our company develop talented individuals for future leadership roles. Our current groups include: Africa, Middle East, Central Asia Network, African American Network, Chinese Culture Network, Early Career Professionals, Japanese International Leadership Network (JILN), Lilly India Network, Organization of Latinos at Lilly, PRIDE (LGBTQ Allies), Veterans Leadership Network, Women’s Network, Working and Living with Disabilities. Learn more about all of our groups.
As a condition of employment with Eli Lilly and Company and its subsidiaries in the United States and Puerto Rico, you must be fully COVID-19 vaccinated and provide proof of vaccination satisfactory to the company (subject to applicable law).
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