Associate Manager - Event Solutions

About the Department 

The Finance, Insights & Enterprise Solutions department brings insights and intelligence to inform decision making & drives digitalization and business solutions to attain NNI goals. Finance, Insights & Enterprise Solutions works closely across the organization to guide enterprise-wide resource allocations, investment choices, drive core operations and develop insights to drive growth and operational excellence across the value chain while innovating for future capabilities. Our focus on innovation ensures we're constantly building future capabilities. We're responsible for regulating accounting, upholding workplace safety, managing our supply chain and sampling, supporting technological and data innovation, insights and analytics, delivering patient support solutions, maintaining our facilities and assuring the integrity and completeness of all business transactions. At Novo Nordisk, you will have the opportunity to build a life-changing career in a global business environment. We encourage our employees to make the most of their talent, and we reward hard work and dedication with opportunities for continuous learning and personal development. Are you ready to maximize your potential with us?

The Position

Deliver exceptional guest services and client experience by managing daily event scheduling and ensuring comprehensive organizational support. Collaborate and coordinate with third party service providers, staff and management to maintain the smooth and efficient operation of the state-of-the-art Conference Centre. Provide clients with best-in-class guidance in event coordination. Execution preparation, and day-of coordination, addressing client needs promptly in the MKC Support both clients and the management team with documentation and any additional requests to ensure seamless event execution.

Relationship

This job reports to the Director of the Conference Services and Production Operations and is part of the Meetings & Travel solutions team. Interacts with NBS and NNI departments, and external relationships including production and AV companies. High degree of interaction with IT. Manages a team of outsourced talent used for AV and production in the MKCC and throughout the 800 Scudders Mill Road campus.

This role plays a key part in ensuring seamless operations and exceptional service delivery. The role requires regular interaction with Novo employees at the home office and coordination with multiple managed service providers. Daily collaboration with the Director is essential to oversee and ensure that clients and stakeholders receive top tier, "white glove" service and world-class operational support.

Essential Functions

• Operational Management and Leadership
  • Oversee and manage logistic operations for smooth pull through of key meeting deliverables including ensuring all final arrangements are in place, including food and beverage menus, audio visual requirements, room arrangements and any meeting requirement expected of the facility
  • Oversee the work activities of the conference room management team and strategically manage events and programs ensuring those are aligned with the client's business needs, goals, and objectives
  • Lead departmental initiatives such as reporting, planning, and scheduling procedures providing coaching and overseeing training programs as directed by the Director
  • Coordinate staff scheduling in alignment with client requirements to ensure optimal coverage for events
  • Provide on-site event oversight, monitoring activities to ensure participant satisfaction and addressing any issues that arise promptly
  • Demonstrate leadership, daily supervision, planning, and scheduling of activities/operations within event conferencing and training support services unit
  • Maintain and implement processes and procedures that improve efficiency and effectiveness of services
  • Handles most situations independently and escalates issues to the Director as needed and follow up on the status of resolutions to ensure timely outcomes
  • Ensures consistency in support provided by the team through continuous review and improvement of existing processes
  • Interprets and communicates goals and direction with management, sets achievable goals that are linked to the objectives of the organization
• Client and Stakeholder Engagement
  • Serve as a subject matter expert (SME) in event planning and execution, collaborating with the Director to offer clients and stakeholders tailored recommendations, suggestions, and alternatives
  • Attend events as a representative of conference operations, acting as the main point of contact for attendees, clients, and AV staff, addressing concerns and resolving challenges as they arise
  • Collaborate with the production team to ensure event production requirements are clearly communicated, properly planned, and executed seamlessly
  • Build strategic partnerships with external vendors, as assigned by the Director, to enhance event offerings and operational capabilities
  • Follows up with clients to ensure satisfaction

• Reporting and Process Management
  • Manage and report key metrics and data, preparing weekly, monthly, and quarterly reports for the Director, highlighting essential KPIs and performance indicators
  • Oversee the development and adherence to standard operating procedures (SOPs) and manage the full event support lifecycle—from initial scoping meetings to post-event evaluations—to ensure consistent service standards
• People Management and Development
  • Support the hiring process, assisting with interviews, and onboarding new staff members and freelancers to ensure they are prepared for success

Physical Requirements

There is no overnight travel required. 

Must be able to work nights and weekends as required. Must be on site for all events and functions in the home office as needed. Ability to lift up to 25 lbs and shift/ move furniture if necessary as it pertains to the meeting location/ space.

This position will be onsite 5 days per week, likely starting at 7AM. Actual hours TBD.

Qualifications

• Bachelor’s Degree required, preferably in Business, Hospitality, Communications, or related field
• 5+ years’ experience working in a corporate events, conferences or live production setting required
• Prior hotel experience, working with scheduling technology as well as familiarity with event management software, (IE: Cvent, etc.) preferred
• Corporate Conference Services experience required
• Additional Experience: Excellent customer service and the management of many personalities as well remaining calm under pressure is essential
  • Ability to interface quickly and effectively with a variety of people including team personnel, clients, and vendors to establish productive, ongoing relationships
  • Ability to maintain high-level of professionalism in a multicultural corporate environment
  • A positive and proactive attitude and a willingness to jump in and help
  • Excellent organizational, multitasking, and analytical skills
  • Proficiency with productivity software, analytics software and production operations software and best practices
  • Ability to read, speak and effectively communicate in the English language, multilingual a plus
  • Additional AV, VC, photography, video production or postproduction skills a plus

We commit to an inclusive recruitment process and equality of opportunity for all our job applicants.

At Novo Nordisk we recognize that it is no longer good enough to aspire to be the best company in the world. We need to aspire to be the best company for the world and we know that this is only possible with talented employees with diverse perspectives, backgrounds and cultures. We are therefore committed to creating an inclusive culture that celebrates the diversity of our employees, the patients we serve and communities we operate in. Together, we’re life changing.

Novo Nordisk is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, ethnicity, color, religion, sex, gender identity, sexual orientation, national origin, disability, protected veteran status or any other characteristic protected by local, state or federal laws, rules or regulations.

If you are interested in applying to Novo Nordisk and need special assistance or an accommodation to apply, please call us at 1-855-411-5290. This contact is for accommodation requests only and cannot be used to inquire about the status of applications.