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