Meeting & Convention Planner II

Type:
Full Time

Posted Date:

Pay Range: 75000.00 - 80000.00 USD per year

Primary Function

Responsible for all aspects of planning commercial meetings and education programs, ensuring each program is executed in accordance with corporate, industry and federal/international regulatory and compliance guidelines. Program responsibility typically includes high profile programs with frequent, direct interaction with physician customers and key internal personnel; incumbent will be expected to manage multiple programs simultaneously and will also be expected to travel to programs.

The role sits on the main campus working within the Meetings and Conventions (M&C) team. In addition to key accountabilities, Associate will have an opportunity to interact with our company’s senior management, various departments within the company and outside vendors. Incumbent will learn about the ophthalmic and optometric business and gain excellent visibility to functions/opportunities at the home office.

Duties & Responsibilities

Responsible for all aspects of meeting planning for domestic and/or international meetings and conventions (could be high profile and complex) to include design and execution of sponsored exhibits, symposium, advisory boards, physician speaker/device trainings, medical device training labs, mobile demonstration events, and other programs requiring knowledge of Optometric and Ophthalmic business and eye care pharmaceuticals, equipment, disposables, and implantable devices. Coordinating all logistical aspects including attendee registration and management, ground transportation, air travel, hotel accommodations, audio visual needs, meeting collateral, vendor management, and shipping of corporate assets, collaboration with internal functions as needed.

Responsible for attendee recruitment and registration initiatives, including the development, design, and proofreading of all digital and print materials for internal and external communication. This includes invitations/brochures, event registration web sites using CVENT, all meeting related communications (emails and text messages) for both the company and external customers. Ensuring all materials meet the company's and industry requirements for promotional materials.

Responsible for ordering equipment, samples and supplies, coordinating installation and training with internal teams including:
Service, Tech Support, Customer Service, Marketing, Training, Operations, Research and Development and other internal teams.

Ensuring each event is executed in accordance with corporate and Adva Med/Pharma guidelines for events and for interacting with Health Care Providers (HCP).

Facilitate and attend planning meetings with stakeholders and internal customers.

Maintain accurate meeting data in the company’s meeting management system and adherence to department working practice documents. Sharing event related reports and generating event communications including email and text. Help facilitate meeting surveys and post event reports. Ensuring attendee/stakeholder feedback from program is collected and results shared with Meetings and Conventions management and relevant stakeholders.

Responsible for generating and sharing event related communications, surveys, and reports from CVENT. Ensuring attendee feedback from program is collected and results shared with team management and relevant stakeholders.

Incumbent will work on negotiation, selection and procurement of services, resources, facilities, and vendors, applying cost-saving measures. Ability to source event locations that will accommodate the program needs including delivery, installation, and use of certain equipment, to support wet labs, demonstrations, and device training programs. Review and…