Meetings and events supervisor

CWT Meetings & Events is a global, full-service meetings and events agency with over 30 years of experience providing innovative solutions for both strategic meetings and event management. We live, breathe, and thrive on executing some of the most innovative events and finest meetings of all shapes and sizes.

We're a community of 1,400 meetings and event experts spanning 68 countries and we are continuing to grow. We are always on the lookout for talented people to join us on our journey and help us to exceed both our own expectations and those of our clients.

Position Overview

CWT Meetings & Events is seeking Team Leader, Event & Planning

Position Description

* Operations

o Leads daily operations for a team of meeting planners responsible for delivering pharmaceutical events (congress/conventions, HCP meetings, POAs, Incentives, etc.)

o Monitor the day-to-day operations of meeting planners, ensure their accountability, and produce relevant metrics including, but not limited to:

* a) program/event standard delivery process and tracking

* b) financial and contract management

* c) logistics of invitation/registration, risk management, communication cadence, and onsite services

* d) Front-line performance metrics

* e) SLA monitoring coordinates and facilitates basic management approaches for work scheduling, prioritizing, and process execution for day-to-day work

o Answer day-to-day operational questions related to standard processes, client-specific process/format questions, and escalations.

o Maintains communication with internal departments project managers and department managers to ensure awareness of program progress, key changes, and gaps in delivery with enough time to develop strategies to address any issues.

o Drives change and employee engagement through effective communications.

o Ensure the team's adherence to SLAs and metrics.

o Drive Talent Management/HR processes including but not limited to performance reviews, development and training needs, performance improvement, anddisciplinary actions.

o Uses data to monitor team performance and trends, and creates action plans as necessary to ensure sustained performance.

o Continually identify and recommend process improvement for efficiency and productivity gain.

o Implement and support management with new and creative process improvements, identify opportunities for productivity and reduced costs, and ensure ongoing customer service.

o Ensure CWT technology is utilized including time tracking and program/event tracking

o Conduct new employee training and new product integrations.

o Determines the purpose of assigned meetings, obtains pertinent historical information related to the program, and obtains pertinent historical information related to the program.

* Meeting/Event Planning Process

o Serves as project manager for conventions/congresses, HCP meetings, POAs, incentives, and/or meeting series.

o Determines the purpose of the meeting, prepares a project plan with specifications, and obtains historical information related to the program.

o Identifies stakeholder needs, prepares planning agendas (topics, content, speakers), identifies successful criteria for evaluation of the meeting, and determines technology requirements.

o Proactively escalates potential client, program, or delivery issues for timely resolution.

o Performs time tracks as requested by management.

o Responsible for completing Statement of Works for clients.

o Provide program feedback to all stakeholders through summary and distribution of program debrief notes for inclusion in account review.

* Facilities & Services

o Determines appropriate geographical location and venue.

o Identifies services required, and coordinates security procedures.

o Plans, orders, and oversees technology requirements.

o Conduct a pre-meeting briefing and post-con with suppliers and facility providers.

o Plans/creates agendas for site inspections.

o Management of supplier partners and internal support areas to ensure quality and timely delivery.

* Financial & Contract Management

o Identifies ancillary revenue sources and/or cost savings opportunities.

o Develops a budget for meetings which includes negotiating all vendor contracts independently related to a particular event.

o Ensures completion of payment and/or billing process.

o Manages according to budget.

o Conducts RFP process and determines fees for participation.

o Responsible for group reporting requirements.

o Ensures adherence to standard or client-specific deposit terms, terms and conditions of client contracts, and billing guidelines.

o Financial accountability for programs including adherence to standard or client deposit terms, terms and conditions of client contracts, and billing guidelines.

* Logistics

o Establishes invitation/registration procedures, assesses risk management to determine insurance and operation needs, and determines exhibitor booth assignments/setup process.

o Secures and communicates transportation/travel arrangements.

o Determines setup for function rooms including seating and AV.

o Manages all food and beverage needs.

o Prepares and reviews housing reports in a timely manner.

o Coordinates shipping of materials.

o Complies with M&E technology usage as required.

* Program

o Secures speakers/entertainment and manages contractual relationships.

o Determines food and beverage requirements that support program objectives.

o Arranges ancillary programs in conjunction with the meetings including pre/post-meeting activities.

o Provides program feedback to all stakeholders through summary and distribution of program debrief notes for inclusion in account review.

o Travels onsite for assigned programs acting as the meeting owner.

o Collaborates with onsite Lead Travel Director.

o May act in the capacity of Trip Director.

* Increases Meeting and Events industry knowledge by attending internal training, external events supplier presentations, and team meetings.

Perform other duties as assigned.

#LI-REMOTE

Qualifications

Position Requirements

* Experience & education:

o An equivalent experience and education may be considered.

o College diploma or degree in a related field.

o 3-5 years of team management experience

o 5 years of current relative meeting/event management experience, including at least 2 years handling large and complex events.

o CMP or formal Project Management designation preferred.

CWT accepts Military experience/certifications as a substitute for some requirements.

* Languages

o Effective communication in English.

* Knowledge, skills, and abilities (KSAs)

o Ability to travel as needed (up to 50%)

o Excellent knowledge of conventions and HCP meetings/HCP compliance guidelines

o Excellent knowledge of Cvent, Concur, and Microsoft Office products.

o Excellent travel industry knowledge.

o Knowledge of Project Management procedures and of electronic meeting management tools.

o Excellent oral/written communication skills to communicate internally and externally.

o Excellent critical thinking skills.

o Strong attention to detail, customer service, and negotiating skills.

o Strong organizational skills that can coordinate multiple resources.

o Ability to remain calm in stressful fast-paced situations.

o Ability to set priorities and multitask.

o Ability to work as a collaborator and take initiative.

o Ability to process financial information.

CWT is committed to creating a diverse environment and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, or veteran status.

CWT also offers opportunities to all job seekers including job seekers with disabilities. If you need reasonable accommodation to assist with your job search or application for employment, please contact us by sending an email toTalentAcquisitonAmericas@mycwt.com. In your email, please include a description of the specific accommodation you are requesting and a description of the position for which you are applying.

Work Arrangement: HomeEmployment type: StandardJob Family: Meetings & EventsScope: GlobalTravel: Yes, 50 % of the TimeShift: Day JobOrganization: Customer_Meetings & EventsExperience Level: 5 to 7 yearsJob Posting: Aug 16, 2024 As an Equal Opportunity Employer/Affirmative Action employer, the organization will not discriminate in its employment practices due to an applicant's race, color, religion, sex, national origin, veteran status, disability status, sexual orientation, gender identity or any other federal, state or local protected class

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