Event Manager / Specialist, Meeting Services

Event Manager /Specialist, Meeting Services

We are looking for an Event Manager 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.

Our Hub office is located in Hackensack, NJ and Worthing, UK so this will be a remote or WFH position.

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 preferred. Experience with Cvent is a plus.

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

Key Accountabilities:

Specialised knowledge
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
Able to provide cover for the Senior Specialist
Participates in project planning meetings
Keeps current on knowledge within the industry in respect of SOPs, guidelines, and suppliers
Excellent knowledge of quality worldwide meeting venues
Works with Managers and project leads to identify and resolve technical and process issues
Excellent knowledge of virtual meeting management and platforms
Good knowledge of online registration tool

Pharma/Biotech meeting planning experience.

Client relationship management
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

Project execution and success

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

Finance management

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

Metrics for success

Utilization/billability target
Technical performance targets as established with Manager
Contribution to achievement of project, team, and departmental specific goals
Working within budgeted hours, monitor and communicate CIS’s to Manager

Competencies

Client Focus
Integrity and Ethics
Teamwork and Collaboration
Results Orientation
Business Analysis
Interpersonal Communication
Influencing Others
Networking
Solving Business Problems
Self Confidence and Self Control

Skills:
Proven experience in a pharmaceutical meetings environment
Demonstrated ability to successfully manage meetings on time with high quality
Technical expertise
Client focused approach to work
Ability to interact professionally within a client organization
Strong problem-solving skills
Willingness to work in a matrix environment and to value the importance of teamwork
Excellent interpersonal, verbal, and written communication skills
Good administrator
Sound understanding of IT packages such as Word, Excel, and PowerPoint
Logical mind, shows a clear thought process before acting
Ability to manage multiple and varied tasks with enthusiasm and prioritize workload with attention to detail
Excellent knowledge of online registration software
Good knowledge of audiovisual equipment
A flexible attitude with respect to work assignments and new learning

Knowledge and Experience:
Relevant experience in conference and event organization
Equivalent experience organizing meetings within a similar industry and/or role is required

Education:
Bachelor’s Degree