Associate Director, Meetings & Events

The Associate Director Meetings & Events is responsible for leading the execution and administration of corporate meeting and events and HCP programs as assigned across all divisions and companies of Otsuka. This role ensures seamless logistics planning and coordination, financial management, compliance tracking, and reporting of all managed programs. The role will hold primary responsibility to build and manage relationships with the sales, marketing, training, Market Access and medical teams, with a strong focus in Cvent management and overseeing congress meeting support.

The Associate Director will identify meeting support needs, make recommendations, and oversee planning and execution while acting as liaison between M&E suppliers and cross functional teams. Responsibilities include planning and coordination inclusive but not limited to:
Cvent point of contact for Otsuka, review, and management of all aspects of Cvent billing and reporting, meeting app management, managing 3rd party logistic suppliers, assistance with deck review and build for large meetings, budget management and other responsibilities that may arise in our changing landscape. The Associate Director will also have oversight of the meeting logistics team’s execution of HCP programs, including their presence at national and regional meetings and medical events, as well as oversight of Congress needs such as accommodations and meeting space.

This position requires a high degree of agility to quickly learn and take on new responsibilities as they arise.

Working Relationships

Internal and External Contacts: Manages overall assigned programs within assigned budget, reviews, and audits all program related billing for accuracy. Works with clients and third-party suppliers. Interacts with internal departments including, but not limited to, Project Managers, Marketing & Sales Operations, Brand Marketing, Communications, Travel, Finance, Training, and PRC.

Major Accountabilities

40% MEETING MANAGEMENT

Act as main point of contact for assigned program’s Meeting Owners and ensure all milestones elements are communicated and met. Lead weekly client status calls for assigned meetings to discuss progress. Works with sourcing team and clients on finalizing venue selection. Depending on workload, oversees Sourcing and Contracting process. Work with the registration team to build, QC, and launch registration websites.

Consistently assess stakeholders’ satisfaction with the services delivered by the dedicated and designated teams. Ensure successful attendee experience.

30% FINANCIAL MANAGEMENT

Manages overall project financials and communicates changes to client, while creating cost savings ideas. Manages and negotiates items such as hotel contracts, supplier relationships, audio-visual, general service contracting, hotel, destination management company (DMC), and all third-party contracts. Initiates supplier payments, client invoices, and provides updates to clients in a timely manner.

30% PROJECT MANAGEMENT

Collaborate with internal teams and stakeholders to ensure timely deliverables, accurate planning and forecasting, and proper allocation of resources. Act as an expert problem solver and manage multiple priorities y calm under pressure, while educating stakeholders about the risks involved in meeting logistics and guiding towards productive solutions.

Primary Responsibilities

Program Coordination & Execution

• Leading and managing assigned meetings & events, operating with a high degree of detail to ensure flawless execution and high-impact experience.
• Provide thought leadership and sales support to drive adoption of the Events Management application
• Work with meeting logistics teams to support Congress strategy and meeting management
• Support venue contracting, payment processing and event documentation for internal events and HCP meetings.
• Conduct site inspections to determine if locations are applicable for assigned complex meetings.
• Act as main point of contact to stakeholders for assigned meetings & events to ensure all milestone elements are communicated and met.
• Lead weekly logistics team status calls for assigned meetings to discuss and review…