Karlo X. Ruiz
Wethersfield
Summary
Experienced peer-to-peer thought leader with a track record of successfully leading the transformation of HCP engagements. Demonstrated ability to drive incremental value, revenue growth, and risk reduction through strategic enhancements and fiscal responsibility in execution.
Overview
24
24
years of professional experience
1
1
Certification
Work History
Director, Speaker Bureau Operations
Boehringer Ingelheim
07.2023 - Current
- Led team through transformative period, establishing myself as a thought leader in Peer-to-Peer (P2P) strategy. Spearheaded the evolution of Boehringer’s P2P activities, ensuring seamless technology integrations and system enhancements. Strategic partnership with brand, medical, compliance, legal, and leadership teams at various levels—US, Global, and Alliance—has been pivotal to our success.
- Continuously evaluated industry trends and business needs, working closely with global technology leads, SME country counterparts, vendors, and stakeholders, allowing me to implement technical enhancements that aligned with strategic objectives and delivered value. Expertise in identifying and implementing technologies has driven increased satisfaction, HCP engagement, value, and profitability.
- Leveraged extensive knowledge of the P2P and HCP Engagement ecosystems, to successfully implement industry-leading strategies that enhanced customer experiences across all brands.
- Notable achievements include:
- Led US system implementation
- Introduced program cohosting, leading to executional efficiency and increased target attainment.
- Drove increases in virtual execution, which reduced P2P spend, lowered executional risk, and enhanced the value of the P2P channel.
- Collaborated with the Omnichannel organization to leverage HCP engagement data, helping to drive Omnichannel execution through suggestions and next best actions.
- Delivering three consecutive years of increasing P2P value despite aging products.
- Implemented efficiencies that led to incremental revenue topping $16M for the company’s largest product due to increased execution efficiency.
- I strategically identified and implemented technologies that enhanced satisfaction, engagement, value, and profitability.
- Demonstrated success in managing large-scale cross-functional projects.
- Demonstrated ability to manage budgets and resources.
- Demonstrated ability to achieve results in a highly matrixed organization.
Associate Director, Speaker Bureau Operations
Boehringer Ingelheim
09.2017 - 10.2018
- Serve as primary contact and strategic partner for Marketing Department, Alliance Team Members and internal and external stakeholders to support the company’s objectives with regards to the execution of promotional speaker programs. Work in tandem to ensure seamless communication between Marketing and Speaker Bureau regarding joint issues (i.e. Speaker Training, Marketing Initiated Programs)
- Lead, oversee, and coordinate the BI nomination, contracting, training and staffing of 7 bureaus with 880 speakers and ensure all subsequent activities associated with promotional speaker programs are executed compliantly
- Partnered with Customer Operations team to onboard system vendor, conduct user acceptance testing of new system and identify areas for enhancements and synergies with Speaker Bureau system and processes
- Participated in Customer Operations team meetings to understand intricacies of their business, and provide external perspective and insight based on experience working with Marketing, Sales Organization, and BI Medical
- Created reciprocal mentoring relationship with member of Customer Operations team as a basis for cross-functional knowledge sharing and issues resolution
- Actively manage the Speaker Bureau and vendor in the coordination of more than 2,500 promotional speaker programs across 7 bureaus in 5 Therapeutic Areas
- Ensure Speaker Bureau Vendor and related services meet the needs of Speaker Bureau Clients (internal/external)
- Develop and implement new processes and procedures to ensure compliance standards and efficient daily operations. Develop and manage the roles and responsibilities for Field personnel. Manage promotional speaker faculty and contracting process
- Serve as the primary liaison to all Alliance partners for promotional speaker program related issues
- Lead ongoing promotional speaker contracting process, ensuring faculty sizing and fee schedules meet current BI business and compliance requirements
- Provide accurate budget and program reports to field forces, brand teams, finance and commercial operations management
- Evaluate available data to ensure programs/processes are meeting stakeholder needs. Identify opportunities for enhancements and partner with customers to finalize requirements and operationalize solutions related to budgeting, nominations and reporting
Senior Manager Human Pharma Review Committee & Training
Boehringer Ingelheim
12.2016 - 09.2017
- Served as a strategic partner and the single point of contact for the brand or TA from a Review Committee perspective (RC). Used knowledge and experience to understand the integrated strategic brand plans in order to efficiently and effectively manage the review, approval and production of promotional, non-promotional, and scientific/medical communications
- Interacted with all levels of Brand Marketing, Regulatory, Medical and Legal to ensure effective review, approval and implementation of promotional tactics.
- Cultivated and leveraged relationships within the Medical, Legal and Regulatory groups to find unique solutions to complex problems
- Successfully applied principles of influencing without authority to establish myself as a trusted advisor to multiple internal and external partners, including critical decision makers, brand teams, agencies, vendors, and field sales
- Closely collaborated with the Sr. AD, core brand team, field-based medicine, extended marketing team, Medical, Legal, and Regulatory (HPRC) team members as well as other internal/external partners to identify promotional/non-promotional/scientific communications that will need early alignment, review, approval, production, submission to the FDA
- Used extensive knowledge of HPRC systems, process and stakeholder functions to facilitate the development, review and approval of promotional tactics that support the brand strategy
- Helped mitigate risks associated with marketing programs and materials by ensuring HPRC feedback was incorporate accurately during the review process and all material was compliant with applicable laws and regulations
- Responsible for creating content and strategies for the implementation of HPRC training for all stakeholders (Reviewers, Marketing, Agency Partners), which included process, system of record, roles, responsibilities and expectations
Therapeutic Promotions Manager, Marketing Operations
Boehringer Ingelheim
04.2012 - 12.2016
- Managed the review and approval of promotional materials for a portfolio of respiratory products with more than $2 billion in annual sales
- Lead a cross-functional team of Regulatory, Legal and Medical reviewers through the Human Pharma Review Committee process to ensure all promotional and training materials were medically accurate and compliant with legal and FDA requirements
- Served as editorial reviewer to ensure accuracy, adherence to established brand guidelines and best practices for the review of promotional projects
- Counseled external partners in the creation of promotional materials and development of project plans that allowed adequate time for design, market research, review, corrections and production
- Worked with external partners to ensure all permissions, references, claims, fair balance, etc. were acceptable and accurate per company guidance and standard operating procedures
- Identified areas for improvement within the review process, proposed solutions and worked with team leaders to implement
- Mentored and coached new and existing team members on best practices and process efficiencies based on know-how and subject matter expertise
- Performed training for TA/brand team and individuals from Medical, Legal and Regulatory on the HPRC process, system of record and roles/responsibilities
Communications Consultant Assigned to Development Operations Group
Pfizer
06.2011 - 03.2012
- Led cross-functional teams in the creation and execution of strategic communications plans related to drug development unit
- Managed vendors at every phase of comprehensive web site redesign and in the creation of collateral material
- Supported Development Operations Communications Director as needed and ensured group communications supported overall company strategy
- Worked with business line leaders to identify opportunities for communications in support of organizational goals and developed editorial calendar to ensure timely communications
- Created clear strategies and schedules for the dissemination of important information through corporate channels including web site and newsletter
- Served as content manager for group site - wrote, edited and proofread content, including articles, resource materials, and leader interviews
- Cultivated relationships within Development Operations unit and leveraged those relationships to develop content for unit’s communications channels
- Employed communications metrics to identify areas for improvement and supported areas of communications strength
- Created graphics and imagery
Communications Consultant Assigned to Back to the Future Project
Pfizer
10.2010 - 06.2011
- Created and executed plans and communications in support of Pfizer’s Back to the Future Project, which coordinated the exit of all employees from the company’s New London, CT facilities and their introduction into the Groton, CT Campus
- Provided communications support to variety of business units to ensure employee population was well informed of changes taking place as a result of the move
- Lead business line leaders in the development of strategies and tactics to effectively communicate all necessary information to employee population
- Served as communications representative to project leadership team and supported site communications director as needed
- Wrote and distributed relevant and timely articles via project web site and coordinated with site communicators to ensure additional coverage
- Proofread team communications
- Managed design and print vendors in the creation of collateral material
- Coordinated and led employee informational forums
Copywriter and PR Strategist
Web Solutions Inc.
10.2009 - 10.2010
- Company Overview: Web site development company
- Produced creative content for web sites, collateral material, and promotional/advertising campaigns
- Created public relations and marketing strategies incorporating a mix of traditional and non-traditional tactics that capitalized on business opportunities while reinforcing brands
- Worked to identify communications and market growth opportunities for clients
- Developed and executed social media strategies focused on increasing followers and inciting action
- Developed and distributed press releases, media advisories, expert columns, op-eds, newsletters and letters to the editor
- Developed and grew media relationships to maximize client exposure in media outlets relevant to their business
- Managed client relationships and generated new business proposals
Public Information Officer
State of Connecticut Latino & Puerto Rican Affairs Commission
05.2007 - 09.2009
- Company Overview: State commission on minority affairs
- Developed and implemented effective communications strategies to keep the Commission top-of-mind with key partners and the media
- Created and executed media plans, targeted media research and outreach to maximize impact
- Wrote and distributed press releases, media advisories, expert columns, op-eds and letters to the editor
- Planned and executed events, press conferences and public forums, including logistics, speech writing, and employee communications coaching
- Developed deep media relationships to maximize exposure for the Commission’s mission and its legislative activities
- O Successful media placements include: Fox 61 Morning Show; The Day; The Hour; The New Haven Register; The Waterbury Republican American; Univision; WNPR All Things Considered; WNPR/CPTV – Front and Center with Ray Hardman; WTIC Radio – Face Connecticut with Sam Gingerella
- Wrote and developed ads, collateral material and web content
- Negotiated ad buys for maximum exposure and minimum costs
- Worked in collaboration with partners such as the secretary of the state, non-profits and organizations to produce events of interest to the Latino community
- O Served as Chair of the marketing subcommittee for the secretary of the state’s 2008 Tu Voto Si Cuenta Campaign, which exceeded its goal of 10,000 new Latino voters, registering more than 21,500
Lead Creative Copywriter & Marketing Communications Account Executive
Pita Communications
10.2003 - 05.2007
- Company Overview: Advertising/PR agency
- Creative Services
- Developed award-winning creative concepts for ads, collateral material, web sites and outdoor advertising
- Wrote copy for ads, collateral material, web sites and outdoor advertising
- Translated copy for ads and collateral material into Spanish
- Served as proofreader for agency materials
- Account Management
- Built and maintained client relationships
- Served as primary contact for clients ranging from local non-profits to national corporations
- Managed internal team communications and project workflow
- Managed print and merchandising vendors
- Developed project schedules
- Public Relations
- Developed and implemented media plans
- Conducted media research and created, updated and maintained client-specific media lists based on target audience
- Developed and distributed press releases, media advisories, expert columns, op-eds and letters to the editor and conducted media follow-up
- Assisted with planning and logistics of press events
Assistant Account Manager, Stanley Works
Keiler & Company
07.2001 - 07.2003
- Company Overview: PR/Advertising agency
- Managed internal team communications
- Responsible for project initiation and maintenance for major national account
- Proofread and edited ads and collateral materials for national campaigns
- Coordinated media, estimating and billing processes for media buy worth more than $2 million annually
Education
B.A. - Journalism/Mass Communication
Lock Haven University of Pennsylvania
05.2000
B.A. - Foreign Language – Spanish
Lock Haven University of Pennsylvania
05.2000
Skills
- Collaborative partnership development
- Strategic planning
- Data-driven decision making
- Project management
- Verbal and written communication
- Strategic decision-making
Certification
Lean Six Sigma Green Belt Candidate
Languages
Spanish
Professional Working
Timeline
Director, Speaker Bureau Operations
Boehringer Ingelheim
07.2023 - Current
Associate Director, Speaker Bureau Operations
Boehringer Ingelheim
09.2017 - 10.2018
Senior Manager Human Pharma Review Committee & Training
Boehringer Ingelheim
12.2016 - 09.2017
Therapeutic Promotions Manager, Marketing Operations
Boehringer Ingelheim
04.2012 - 12.2016
Communications Consultant Assigned to Development Operations Group
Pfizer
06.2011 - 03.2012
Communications Consultant Assigned to Back to the Future Project
Pfizer
10.2010 - 06.2011
Copywriter and PR Strategist
Web Solutions Inc.
10.2009 - 10.2010
Public Information Officer
State of Connecticut Latino & Puerto Rican Affairs Commission
05.2007 - 09.2009
Lead Creative Copywriter & Marketing Communications Account Executive
Pita Communications
10.2003 - 05.2007
Assistant Account Manager, Stanley Works
Keiler & Company
07.2001 - 07.2003
B.A. - Foreign Language – Spanish
Lock Haven University of Pennsylvania
B.A. - Journalism/Mass Communication
Lock Haven University of Pennsylvania
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