Primary Responsibilities  

40%  

Outlines deliverables for assigned programs/events. Completes overall project timeline and budget; and facilitates prompt and accurate handling of all details.  Manages and negotiates items such as supplier relationships, audio-visual, general service contracting, hotel, destination management company (DMC), air and all third-party contracts. Monitors attrition dates, cancellation policies and ensures contracted services are executed. Coordinates and attends site inspections.  Communicates registration and air needs as necessary.  Facilitates working session with client and Division stakeholders.  Gives clear direction to project team about the clients' needs, expectations, business rules and objectives.  

20%  

Manages overall project financials. Monitors project expenses and budget and participates in financial reviews.  Responsible for program and/or internal supplier revenue forecasting and updating business management systems with financial information. Manages overall program/event budget, communicates changes to Sales/Account Management contact and client. Manages supplier products and services by negotiating pricing, contract terms and service offerings through RFP, bid analysis and recommendations to client. Responsible for tracking and reporting changes.  Initiates supplier payments, client invoices and project change orders.  Manages positive net funding on assigned programs. Works with accounting to complete final bill.  Communicates clients’ needs and monitors supplier service delivery. Reviews final billing prior to final client invoicing.  Manages assigned programs/events to meet or exceed specified account profitability target margins.    

20%  

Independently interfaces with day-to-day client contact.  Works closely with client to ensure program objectives are executed.  Maintains proactive, positive, open line of communication between client and Sales/Account Management.  Oversees project teams during the development, production, and quality assurance of deliverables in event management area.  Authors and maintains standard process and event specifications documentation for the project team and client.  Updates and manages the timeline of deliverables for the project or change for the client and monitors the project status.  Conducts regularly scheduled status meetings from pre-planning through program operation, and ongoing programs, with client and Division stakeholders.  Acts as team leader, communicates program requirements to team.  

20%  

Provides onsite leadership and support to clients, suppliers and facilities to ensure all functions or programs occur as planned while monitoring service levels. Anticipates and resolves challenges onsite. Manages and directs other team members when serving as the lead. Helps manage or limit client liabilities. Acts as the main client contact point regarding operational issues, escalations, concerns and responses.  Works with third party suppliers to arrange services provided by them.  Manage VIP special projects and oversee VIP logistics.  Participates in the development and creation of proposals and deliverables on renewal business as required.  Provides expertise with regards to destination, hotel and Division services.  Executes sold program letter of agreement on renewal business.  Develops initial budgets for assigned programs. Maintains all service level agreements related to the client agreement.

Qualifications  

• Bachelor's degree or equivalent experience required.  

• 1-3+ years of experience in pharmaceutical meeting/event planning (including incentives, association, corporation) or hotel catering, convention, sales experience preferred. International hotel destination knowledge is a plus.

• 2-5+ years of experience in managing large internal meetings (350+ attendees) such as national sales meetings, leadership meetings, plan of action meetings, incentives, etc. where general session, multiple breakout rooms, production, AV, DMC, offsite venues is preferre

• HCP pharmaceutical meeting experience is preferred 

• HMCC preferred  

• Strong knowledge of program/event management and budget maintenance. Exposure to project planning/forecasting financial implications.  

• Prior successful experience in developing and maintaining key client relationships.  

• Professional oral presentation and writing skills required.  

• Prior experience in effectively handling multiple projects/demands.  

• Excellent computer skills, knowledge of Microsoft Office tools & ability to learn new technology quickly.  

• Ability to travel 30% of time required.  

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