Associate-customer Meeting Services Benelux

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.

**Mission**

You will be responsible for the administrative organization of meetings, the HCP/HCO contracting process, the transparency reports for events with healthcare professionals in respect of budget, local rules, and internal compliance rules.

**Customer Focus**

**_Key Objectives/Deliverables:_**

Represent and deliver excellent customer service and a positive customer experience to Thought Leaders, Healthcare Professionals (HCP) and Health Care Organisation (HCO).
- Create strong partnerships with Meeting Owners and Thought Leaders Relationship Owners across each Therapeutic area (TA) and Business Unit (BU).
- Understand customer expectations and needs of Meeting Owners and Thought Leaders Relationship Owners and undertake timely and appropriate actions to ensure fulfillment of expectations.
- Ensure successful management and implementation of meetings for the assigned Therapeutic area/Business Unit.
- Work closely with the local Meeting Planning Company (MPC) for HCP logistic organisation

**HCP Meetings And Contracts Management**

Collect Meeting Owners needs in order to create a meeting and contract request in Mercury (= Lilly tool to manage meeting logistics and contracts).
- Work closely with the meeting owners and contracting team in Cork to ensure seamless HCP experience for contracting and payment of speakers/consultants. In case of paper contract, do the follow up of signature of contract with HCP.
- Manage HCP travels communication for international meetings with our travel agency AMEX GBT.
- Organise meeting logistic with MPC for few local meetings (1-2 per year): sourcing, registration process, travel, transfers, dinners, onsite support and other logístical needs.
- Review, analyse, and propose necessary interventions on post-event customer surveys, budget recaps and incorporate learning into future plans and for management and metrics report.
- Debrief on meetings with meeting owners, contracting team and MPC.

**HealthCare Organisation Sponsorship Management**
- Control documents provided by the Business and do the follow up of approval of the sponsorship
- Prepare the contract and do the follow up of signature by Business owner and HCO
- Purchase Order (PO) creation and communication to HCO
- Follow up of payment with Finance department
- Archiving of contracts

**Compliance**
- Comply with the Global Standards on Meetings and Events and all other relevant Lilly standards and procedures as well with all local BE and NL laws and regulations and appropriate SOP.
- Collect, submit and keep records of all required approvals according to deadlines.
- Ensure that all documentation is captured and uploaded to the Mercury tool (final project plans, approvals and compliance documentation).
- Ensure that all non-scope Mercury documentation is captured, filed and archived properly.
- For Belgium affiliate, ensure MDEON required meetings are timely properly submitted for Visum
- Be responsive to audit readiness, quality and compliance requests.

**Business Planning And Operations**
- Responsible for understanding the BU/TA “book of business” for meetings, including full budget oversight.
- Ensure that the billing process is followed within the timelines.
- Oversee the payment process for meetings (invoice control and tracking).
- Proactively address concerns with direct supervisor to ensure quick resolution.
- Establish and maintain internal partnerships with compliance, finance, procurement and medical

**Requirements**:

- Minimum education level: Bachelor’s degree.
- Ability to communicate clearly and succinctly with all audiences and forums through exemplary English, Dutch and French oral and written communication skills.
- Pharmaceutical industry experience, and/or customer service experience in meeting management.
- Ability to travel up to 20% (between Belgium and the Netherlands);
- Excellent time-management, and critical thinking skills with ability to work effectively in a team, cross-functional, matrix, and global multi-cultural and virtual environment.
- Demonstrate strong customer focus with the ability to develop 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.
- Ability to solve problems and work independently in a changing and multi-tasking environment with numerous deadline