Location: East Hanover,NJ, USA
The Meeting Event Manager is the client liaison and project leader for assigned face to face, digital or hybrid programs which will have a strong focus on HCP attended meetings such as Advisory Boards, Investigator Meetings, and Ad Hoc HCP Contracting.
This individual manages overall coordination, planning, and execution of the program from an operational perspective. They are responsible for program planning and logistics while providing unparalleled levels of customer service and stakeholder management.
This person is also responsible for contract preparation, budget management, and back-end administrative processes.
Job Description
Scope
The scope of this position is dependent upon assigned account/program. Will vary from client to client and program to program.
Responsible for client budget management and supporting the EM (Event Management) financial managers in forecasting budget variations.
Reporting and Working Relationships
Reports to Operations Managers.
Working relationship with clients and third-party suppliers. Interacts with internal departments including, but not limited to, Sourcing Coordinators, Sourcing Managers, Senior Sourcing Managers, Meeting Coordinators, Meeting Managers, Senior Meeting Managers, Project Account Managers, Attendee Management, Creative Department, Web Producers, Industry Relations, Project Accounting, Account Management, Account Executives, and Program Operations.
Primary Responsibilities
40% - Project & Experience: Manages overall project timeline and deliverables including client expectations, business objectives, and people impressions. Manages and negotiates items including supplier relationships, audio-visual, hotel, and third-party contracts. Monitors attrition dates, cancellation policies; ensures contracted services are executed. Coordinates and attends site inspections. Coordinate food and beverage, transportation, hotels, meetings, registration, air, and staffing. Manage client liabilities throughout project and on-site. Responsible for understanding and communicating established Health Care Professional (HCP) Meeting guidelines to the meeting stakeholder, as well as to the HCP.
40% - Relationship Management: Independently interfaces with day-to-day client contact to ensure business objectives and people impressions are executed. Provides high touch personalized service for Health Care Professionals (HCP). Works with the Maritz Guest Services Department and HCPs to communicate flight requirements for programs and ensures all travel arrangements are within compliance. Creates and maintains event specifications documentation for project team and client. Facilitates kickoff meeting and working sessions with client and stakeholders. Conducts regularly scheduled status meetings from pre-planning through program operation with client and stakeholders. Acts as project team leader, communicates program requirements to team. Provides onsite leadership and support to clients, suppliers, and facilities to ensure all functions or programs occur as planned while monitoring service levels and resolving challenges.
20% - Financial Management: Monitors project expenses and budget. Responsible for timely and accurate program reconciliation to complete HCP transfer of value reporting. Responsible for program and/or internal supplier revenue forecasting and changes and updating financial systems. Manages overall program/event budget.
Internal and External Contacts: Manages external relationships with clients and all third-party companies/suppliers. Working relationships and regular interaction with internal partner teams which could include but is not limited to: Sales/Account Management, Design Studio, Creative, Guest Services, Registration, Supplier Relations, Housing/Sourcing, Accounting, Project Management and On-Sire Operations.
Qualifications
1. Bachelor's degree or equivalent experience required. PMP (Professional Meeting Planner), CMP (Certified Meeting Planner), CIS, CITP, HMCC, DES certification desired.
2. 2+ years of experience in pharmaceutical meeting/event planning (HCP attended meetings)
3. Strong knowledge of program/event design, management, and budget maintenance. Exposure to project planning/forecasting financial implications.
4. Prior successful experience in providing personal and exceptional experiences to event guests and developing and maintaining key client relationships.
5. Professional oral presentation and writing skills required.
6. Prior experience in effectively handling multiple projects/demands.
7. Excellent computer skills, knowledge of Microsoft Office tools and Cvent, & ability to learn new technology quickly.
8. Ability to travel up to 30% of time and sit on client's campus in East Hanover, NJ (flexible)
DISCLAIMER: This job description is designed to indicate the general nature and level of work performed by associates within this classification. It is not designed to confirm or be interpreted as a comprehensive summary of all duties, responsibilities and qualifications required of associates assigned to this job