Scientific Event Support Associate Manager - Allergan Aesthetics

At Allergan Aesthetics, an AbbVie company, we develop, manufacture, and market a portfolio of leading aesthetics brands and products. Our aesthetics portfolio includes facial injectables, body contouring, plastics, skin care, and more. Our goal is to consistently provide our customers with innovation, education, exceptional service, and a commitment to excellence, all with a personal touch. For more information, visit https://global.allerganaesthetics.com/. Follow Allergan Aesthetics on LinkedIn.

Allergan Aesthetics | An AbbVie Company

Stakeholders:

External: AIFA, Scientific Societies, ECM Providers, Congress Secretariats, Public Entities and Affiliated Healthcare Institutions, Healthcare Professionals, Agencies, Congress Service Providers, Congress Centers.

Internal: OEC, Legal, Regulatory, Medical, Marketing, Commercial Staff Functions, Training, HR, Public Affairs, Field Force, Finance, Transparency Team.

Key Responsibilities:

• Comprehensive supervision of scientific events management (congresses, national and international events, ECM and NON-EMC, AbbVie-organized events): from planning, budgeting, supplier contracting, on-site execution, emergency management, to post-event follow-up, including outcome analysis and preparation of periodic reports for management. Work closely with the Business Support Team and ensure Compliance mindset.

• Supervision and monitoring of the HCP engagement process, including certification of invoices as required by procedures; review of BJF, supporting documentation, and contracts upon request from Business Support in case issues arise during process management; direct interaction with internal and external audits; conducting briefing and debriefing meetings with Initiators, Business Support, and other relevant functions; and preparation of ACIF documentation for NON RCI reporting.

• Share with OEC all NON RCI for AA Business for Scientific Events and HCPs engagement each Quarter.

• Compliance and document validation management: ensuring full compliance of all contractual documentation and processes with current regulations, the Farmindustria Code of Ethics, company policies, and internal procedures, with constant updates based on applicable laws and regulations.

• Authorization process management and relations with regulatory bodies (AIFA): ensuring the correct request, validation, and signature of applications for ministerial authorizations within the procedural deadlines.

• Risk Management: identifying risk areas in event sponsorship processes, implementing, monitoring, and effectively executing control measures required by Model 231/01, including MLOR participation and case management.

• Coordination and liaison with ECM providers, congress secretariats, and internal/external stakeholders for timely collection and management of all necessary documentation (contracts, authorizations, compliance).

• Centralized stakeholder management (public and private entities, HCPs): maintaining and updating databases in compliance with privacy regulations, supervising and controlling invitations, and ensuring compliance checks for all events in Italy and abroad.

• Transparency monitoring processes: ensuring correct management, updating, and documentation compliance regarding transfers of value to HCPs and Healthcare Organizations, in accordance with the EFPIA Code on Transparency.

• Supervision of procurement processes and third-party compliance vendors: overseeing adherence to procurement procedures and company policies in supplier selection and management (initial screening, ADCT, SET, enhanced due diligence).

• Support and preparation for internal/external audits, ensuring availability of all required documents and full compliance with company policies and regulations.

Requirements:

• Preferably a degree in Economics or an equivalent educational background.
• Proven experience in organizing national and international events, preferably in the pharmaceutical sector (at least five years).
• Leadership: Proven experience in people management (at least five years).
• Ability to plan and organize congress events, identifying objectives and priorities, managing processes, and organizing resources.
• Knowledge of commercial contract management is relevant to the market sector.
• Strong team orientation with both internal and external stakeholders, with a keen ability to build positive relationships.
• Excellent negotiation skills and a strong aptitude for interpersonal relations.
• Problem Solving: Analytical, methodical, and proactive approach to problem solving.
• Spoken and written English proficiency at least at B1 level.

AbbVie is an equal opportunity employer and is committed to operating with integrity, driving innovation, transforming lives and serving our community. Equal Opportunity Employer/Veterans/Disabled.

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