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This role involves coordinating all phases of congress housing, registration, and symposia planning—from pre-sale to final billing. The individual will also manage client budgets, including reconciliation and reporting.
Responsible for client budget management including budget reconciliation and reporting.

***You must have pharmaceutical congress experience to be considered for this position***

Reporting and Working Relationships

Reports to Director or Manager level. Manages external relationships with clients and third-party companies/suppliers. Regular interaction with internal departments including, Account Management, Project Management, Registration, Housing, and Supplier Relations.

Primary Responsibilities

80% PROCESS MANAGEMENT:

• Manage housing block for each congress in partnership with Congress Planners/agencies ensuring adherence to required contracting processes and various timeline requirements (including attrition and rooming list submission.)

• Reviews all supplier contracts prior to finalization, ensuring both program specific and generic terms and conditions are accurate, including attrition, cancellation policies, etc.

• Uses appropriate authorization and addendum form to ensure consistency and accuracy.

• Establishes a project timeline with a workflow schedule.

• Manages hotel, housing bureau, and all third-party applications and contracts.

• Responsible for building and managing Cvent registration sites for assigned congresses and partners with designated team to communicate registration and air needs and directions, status meetings, and continuous communications throughout convention planning and execution.

• Monitors pre-convention compliance trainings and reports status to stakeholders as necessary.

• For assigned symposia and product theaters, coordinates all details with chosen venues and suppliers (hotels, convention center, caterers, a/v, etc.)

• Manages symposia and product theater speaker contracting and payment management.

• Oversees post-congress Transfer of Value reporting process.  

• Creation of congress virtual playbooks, pre-con logistics slides, and email communications.

• Ensures consistency of client branding guidelines.

• Maintains accurate records, system input, and complete file management in various trackers and Teams folders.

• Provide on-site program assistance (where needed.)

• Oversees specific areas/details of program (i.e. attend pre-con, advance all functions, verify room set-ups, review banquet checks/master bill.)

• Plans for continuous improvement.

20% FINANCIAL MANAGEMENT:

• Works within establish accounting processes for vendor set-up, PO creation, and payment processes (deposits through final billing.)

• Ensures accurate post-program cross-charging with accounting.

• Creates, manages, and/or contributes necessary information into program-specific budget trackers.  

• Reviews and audits all program related billing for accuracy.

Qualifications

• Minimum of 5+ years’ experience in pharmaceutical event or meeting management required.  Prior pharmaceutical congress planning experience required.

• CMP / CMM / HMCC certifications preferred.

• Proven ability to promote change and efficiencies within an organization and to understand and suggest technology solutions to business stakeholders.

• Proven aptitude for technology and/or software solutions and data analytical skills, creating Cvent registration websites, and expertise in Microsoft Office software (Teams for file management and communications, PowerPoint for presentations, Excel for budgets and rooming lists, Word for mail merges, etc.)

• Strong written communication skills.

• Proven ability in developing budgets and implementing costing strategies.

• Ability to travel up to 20% of the time required. (Domestic & International.)

• Proven ability to develop, manage, and maintain key client and supplier relationships.

• College degree or comparable experience required.

• Mid-level Cvent knowledge/certification preferred.

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. 

Maritz offers a comprehensive benefits package for full-time employees including medical, dental, vision, life insurance, disability, 401k, tuition reimbursement, paid time off, and more! Part-time employees may qualify for medical, 401k, and paid time off depending on total hours worked. View all details at www.MaritzBenefits.com.

Maritz will only employ applicants who have authorization to work permanently in the U.S. This is not a position for which sponsorship will be provided. Those who need sponsorship for work authorization now or in the future are not eligible for hire. No calls or agencies please.

Maritz is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to sex, race, color, religion, national origin, age, marital status, political affiliation, sexual orientation, gender identity, genetic information, disability or protected veteran status. We are committed to providing a workplace free of any discrimination or harassment. If you have a disability and are having difficulty accessing or using this website to apply for a position, you can request help by calling 1-636-827-0335 or by sending an email to [email protected].