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Account Manager Comms & Operations

New York, New York, United States

Account Manager – Communications & Operations 
Job Description

About Us
Virgo Health works for pharmaceutical, biotech, and device companies to inform and educate healthcare professionals about the latest developments in clinical research and therapeutic approaches. We leverage our meetings, digital, and interactive expertise to understand what’s easy and relevant for healthcare professionals to engage with. We tailor our content and design it to offer choice and active participation. Real, relevant, and human.

Job Overview
The Account Manager – Communications & Operations will have an overview of the communications needs across multiple brands/client services teams, using their established communications and logistics skills to drive day-to-day account handling and project and financial management, while providing direction, support, and coaching to the more junior members of the communications team.
The Account Manager – Communications & Operations will be expected to expand their industry awareness, communication, and project management skills to identify a global vision for a project or brand based on clients’ objectives in an effort to communicate effectively. You should help identify new opportunities, while proactively challenging and contributing to client handling activities and playing an increasing role in strategic input.

Core Responsibilities

Account Management
• Day-to-day management of client projects/client. This role is highly centered in managing all stages of speaker bureau contracting for several client brands, as well as advisor contracting for one-off activities. Prior exposure to speaker bureaus and related contracting processes is highly desired, but not required
• Focus on speaker and field communications across brands and projects for communication consistency
• Focus on speaker contracting across brands and projects for communication consistency
• Prepare communications packets based on project type and execution of initiatives
• Prepare ancillary items for live events and support the QC of data for each item
• Including show file, run of show, name badges, tent cards, breakout room lists, event guidebook, event registration site, etc
• Assist in project status calls and taking call notes, and help drive team on delivery of follow-up actions
• Assist in agenda preparation, timelines preparation, and timeline management
• Prepare project/event trackers with HCP names, demographics, and project-specific data fields. Use tracker for creation of recipient lists, import them into a letter/communication template, and QC each new document to ensure it matches the original data
• Track responses in Excel and maintain daily updates to be shared with the team each morning
• Prepare internal communications timeline for routing of communications to editorial and creative teams before scheduled deployment date
• Manage client initiatives calendar for all outgoing communications to ensure no overlap
• Research and booking of venues for client dinners and 1:1 faculty meetings as well as tracking of invitees
• Support ad hoc requests such as data analytics of evaluation responses, creation of process outlines and flow of programs documents for P2P field initiatives, and preparation and QCing of faculty area maps based on data set
• Provide junior team with clear and accurate project briefs and delegate workload accordingly
• Provide constructive and timely feedback to team
• Highlight any training and development needs of the junior team to line managers
• Regularly update client on progress and any changes to ongoing account activity
• Ensure timely response by team to client inquiries
• Ensure all written communication for team adheres to the Virgo house style format and quality standards
• Accurately input hours worked into timesheets on SAP

Client Activity
• Develop and maintain strong relationships with clients through regular contact
• Demonstrate a sound understanding of the client’s business, industry, competitors, and objectives
• Provide strategic counsel to clients, based on knowledge of their business and the market
• Develop the ability to effectively manage the client’s expectations
• Challenge and negotiate with client where appropriate
• Identify opportunities for organic growth with existing clients

Financial Management
• Assist senior account team to ensure realistic setting and meeting of client deadlines and budgets
• Assist with budgetary control, developing estimates, and accurate invoicing
• Track costs to avoid overspending

Industry Awareness
• Continue to develop an understanding of the evolving US healthcare system, applying growing knowledge to the implementation and development of client and new business programs
• Build an in-depth knowledge of the pharmaceutical industry and Virgo environment
• Keep updated on new developments within the med ed industry, Virgo’s offerings, and other agency activity
• Keep updated on the FDA and other regulatory bodies, including GPP, that have an impact on client business

Experience/Skills Required
• Proficient in MS Word, Excel, and PowerPoint
• Accurate data management across multiple Excel files 
• Input spreadsheet results into letter/communication template
• QCing each document to ensure it matches back to master database 
• Excellent people management skills
• Excellent verbal and written business communication skills
• Excellent project and time management skills
• Ability to multitask and work under pressure
• Ability to use own initiative
• Financial management skills
• Good negotiating and influencing skills
• Excellent editing and quality control skills
• Business communications
• Follows directions

Level of Experience
• 2-5+ years of account management experience within a healthcare communications and/or logistics company

Qualification
• Bachelor of Arts or Bachelor of Science preferred or of graduate caliber

Virgo Characteristics
• Team player
• Passionate commitment
• Professionalism and client focus
• Creativity
• Embraces change
• Self-development
• Organized
• Self-aware
• Coaching
• Open communication
• Commercial awareness
• Integrity
• Approachable
• Detail focused
• Assertive

Key Performance Indicators
• Annual performance objectives and performance appraisal
• Anecdotal client and supplier feedback
• Client retention

Salary Range: $70,000-$105,000

Actual compensation offered within the range will depend upon, among other factors: a candidate’s skills, qualifications, and experience; actual ranges for current or former employees in the role; and market considerations.

Virgo is proud to be an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, disability or protected veteran status.