Meetings Specialist

Home Based (preferable to be located in Northeast or Central Time Zone)

Event / Specialist, Meeting Services

We are looking for a Meeting Specialist to join our talented and supportive team of 50+ delivering high-quality international events. This role encompasses the planning, managing, and delivery from start to post-event.

We are looking for someone who has a ‘let’s do this’ approach. There’s no clock watching or micro-managing, you are trusted to deliver incredible experiences for your clients as you look after projects end-to-end working with a team of likeminded individuals. Qualities such as being highly self-motivated, driven, and professional should be natural for you.

This is full-time opportunity to extend with great benefits including a competitive salary with an annual bonus. 3+ years’ experience managing pharmaceutical events is required. Experience with Cvent is a plus.

To lead all aspects of project deliverables in the Meeting Services team, while meeting quality standards on time and on budget.

• In depth understanding of the department’s service offerings and processes
• Works with minimal supervision in a team environment to ensure the timely and accurate performance of work within project scope and objectives
• Participates in project planning meetings (internal and with client)
• Keeps current on knowledge within the industry in respect of SOPs, HCP compliance, and suppliers
• Knowledge of quality worldwide meeting venues
• Working knowledge of virtual meeting management and platforms
• Experience working with Cvent platform
• Pharma/Biotech meeting planning experience.

• Proactively manages Client expectations and ensures delivery against them
• Assertive in managing changes in project scope
• As applicable, attends Client meetings and telecons to discuss operational issues
• Ensures Client receives appropriate status update reports
• Proactively identifies complex technical and process issues
• Proactively assesses project needs and develops processes and solutions to address issues before they become significant problems
• Ensures that the delivery of high quality, well executed projects result in clients expressing satisfaction with the service provided and may result in additional business referrals
• Alert to opportunities for follow on business or changes in project scope and engages appropriate management
• Maintains confidentiality of information

• Liaises closely with colleagues at all levels to discuss issues and resolve conflicts that may arise when managing a project
• Demonstrates the ability to complete assigned tasks, meet project deadlines and achieve objectives
• Proactively seeks opportunities to improve project efficiency, results, or team performance
• Oversee organization of delegate travel and attendance at international meetings and congresses
• Uses knowledge, experience, and expertise to recommend suitable venues and project solutions
• Conduct site visits to further influence the success of the meeting
• Works within internal/external SOPs and guidelines
• Provides expert quality control in respect of compliance to pharmaceutical industry guidelines
• Manages the on-site delivery of meetings
• Ensure communication with suppliers is clear and up to date
• Provides guidance to project team members in technical or process areas

• Ensures detailed project scoping information is obtained for every project
• Ensures budget accuracy
• Conducts budget revisions and reconciliations, recording changes in scope
• Reviews profitability analysis
• Ensures deposits and invoices are paid in a timely manner according to internal processes
• Manages financial compliance procedures applicable to the delivery team
• Monitors reconciliation timelines to ensure that agreed Client deadlines are met
• Completes timesheets on time
• Completes/approves project related expense claims

• Utilization/billability target
• Contribution to achievement of project, team, and departmental specific goals
• Working within budgeted hours, monitor and communicate CIS’s to Manager

• Client Focus
• Integrity and Ethics
• Teamwork and Collaboration
• Results Orientation
• Business…