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Congress Specialist (Glaxo Smith Kline Pharma)

Company Name:
Executive Personnel Services
GLAXO SMITH KLINE
On-site Travel to 2-4 international congresses including but not limited to:
o ASCO Chicago, IL June 1-3 EHA Milan, Italy June 13-15
o ECCO ESMO
Madrid, Spain Sept 27 - Oct 1 ASH San Francisco, CA Dec 7-10
Job Description
Working Title: Congress Specialist
Expected Timing:
April - June
& September - November: 5 Days per week
July - August & December:
2-3 days per week
Duties Responsible for small Oncology congresses (8):
Copy Approval
o Managing zinc approval process for exhibit layouts and
digital programs use in the commercial booth (Product teams supply approved
product content directly to the vendor).
o Manage Zinc approval process for
scientific booth clinical trial content and digital program but Clinical
thinking handles directly for US Soil conventions.
o Coordinate with GSK
Immunotherapeutic team (ASCI) when we have a joint presence or their content
also included in Oncology booths.
Budget Management
o Managing overall
budget for commercial and medical affairs team on their respective booths.
o
Opening purchase orders, approving invoices and monitoring monthly finance
reports.
Planning Process
o Setting up Planning Meetings, Coordinating
Staffing, Running PreCon training via Tc or in person
o Compile abstract
information and master schedule of events and maintain COE website with updated
information on each congress.
o Manage updating of congress planner app for
each major congress. Liaise with Mahindra Systems / Active Network contacts to
update information and approve before access information is sent out 2 weeks
before congress start date.
o Coordinate GSK Message Center program with
Blue Grotto / Impact for major congresses.
o Coordinate with Impact
Unlimited outside Housing & Registration vendor to manage GSK hotel blocks.
o Coordinate with Impact Unlimited on overall booth designs and approvals
along with purchase order requests.
o Manage sponsorship selection process
of future exhibit space allocations, symposia time slots and other franchise
level sponsorship items.
o Coordinate any printed literature shipments to
show site including SMPC and Q&A Fact Sheets.
CIA Compliance
o Enter
monthly compliance data on payments to US Healthcare Organizations into GSK CIA
database (TRACS / TDOR system)
o Review quarterly compliance reports to
ensure they match the monthly data entered and make any changes if needed.
o
Provide approval to Director, Franchise Operations on data so
attestation/signatures can happen on a quarterly basis.

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