Specialist, Attendee Registration; Pharma Congress

Specialist, Attendee Registration (Pharma Congress Experience Required)

The Specialist, Attendee Experience (Pharma Congress Experience Required) will work closely with the Event Experience Manager to understand the program goals and objectives and lead registration to all assigned programs. The Specialist focuses on attendee management, reporting and client needs outlined by the Event Experience Manager and can work independently. The Specialist works effectively and efficiently with the internal support teams and external clients and complies with the corporate and/or pharmaceutical guidelines.

* Pharma Congress experience is required for this role.

What you will do here:

• Follow and build client SOPs as required
• Qualify attendee information
• Manage hotel accommodations and changes
• Maintain meeting database with continual updates/changes
• Provide reportable information for your meetings in a timely manner
• Manage all attendee communication. Examples include event invitations, reminders, travel letters, communication emails, and surveys
• Provide quality control processes. Examples include Ground Manifest vs. A/DManifest, Hotel Rooming List vs. M&IW Rooming List, M&IW Rooming List vs. A/D Manifest, HCP reporting clean up
• Provide onsite preparation assistance. These services would include, but are not limited to badge layout/production, onsite sign in sheets, onsite reports, registration packet preparation/production, onsite supply preparation/shipment
• Technical Support and/or Digital Production on virtual events
• Research 3rd Party Vendor options and information (dine around grids, gifts/materials, etc.)
• Work on complex programs with numerous participant types, complicated web builds, and extensive reporting
• Handle issues and challenges onsite and overcoming them by thinking outside the box
• Ability to handle a wide range of program types (NSMs, VIP programs, Pharma, etc.)
• Act as a lead on limited-service events, including the financial process (budget reconciliation, invoicing, and close-out)
• Travel and act as lead Program Manager and Coordinator for meetings that allow only one M&IW staff person onsite (i.e., handle meeting room set‑up, A/V, ground, F&B)
• Use and develop event registration sites outside of Cvent
• Understand, develop, and design mobile event apps, including how to provide customer assistance on the download and use of the app
• Clearly and effectively communicate to each vendor the requirements and specifications needed, negotiate cost savings, and manage payment/reconciliation process
• Initiate, plan, execute, control, and close out attendee registration projects
• Manage meeting profiles and statuses in event software
• Create and manage client and internal timelines

Who you will work with:

• Reporting to a Manager or Director, Attendee Experience, Event Management Services
• Internal team members from multiple departments
• External clients and key stakeholders

What we expect:

Details of these areas are shared during interviews and monthly reviews:

What you will bring:

• College degree or equivalent experience
• Minimum 4+ years of experience in the meetings industry
• Proven excellent oral and written communication skills in both internal and client-facing environments
• Demonstrated track record of successfully managing multiple projects simultaneously
• Extensive knowledge of Cvent: room shares, event payments and discount codes, Cvent OnArrival, sessions, Event in a Box
• Knowledge of virtual and hybrid event options
• Proficient in Microsoft Office systems (Outlook, Excel, One Note, Word, and Power Point)
  • Including mail merges, agenda creation, tables, etc. in Word
  • Including advanced knowledge of excel (Concatenate, Vlookup, Sum Products, Conditional Formatting, Count
    
    IF, etc.)

What we provide:

• Health, Dental, Vision and Life Insurance options
• 401K plan
• Paid holidays
• Accrued personal time off for vacation and sick leave
• Laptop, additional monitor, and mobile phone
• Remote Office / Work from home, or option to work in our corporate headquarters located near Milwaukee

Who we are: M&W is a global event management firm specializing in virtual, hybrid, and in‑person experiences of all shapes and sizes as well as consulting and enterprise strategies. As…