Medical Meeting/Events Planner

1 week ago

Pittsburgh, United States IMS People Full time
Job DescriptionJob Description

Title: Meeting Planner -(Medical Events)
Location: Pittsburgh, PA 15222
Position Type: Right to Hire
Rate: $30 - $33/Hour

Description

Medical Education Meeting Planner P2
This is primarily an ONSITE (3-4 days) role, but can be considered HYBRID. During non-peak periods, the person hired can work outside the office. For thisrole, being onsite to serve as host to the surgeons and visitors for which the events and planning are being done is required. Managing the calendar forevents usually has 1-3 surgeons and 10-20 additional guests at the Pittsburgh Academy There will be at least 2 video interviews.
Description:
This position is responsible for Meeting Planning for Medical Education programs and may partner with Meeting Planners leading programs, Medical Education, HealthCare Providers, and other integral internal functions to ensure delivery of the highest quality and a consistently excellent customer experience.
This role will manage logistics for the event, including venue, AV/production, ground transportation, F&B planning, event management technology, attendee registrationand management, occasional onsite event support, pre/post event evaluations, as well as program budget management and reconciliation.
This person will have excellent time management, meet strict deadlines, have keen attention to detail, strong communication skills both written and verbal, and theability to manage multiple tasks while maintaining a high level of customer service.
Event Management Planning
• Manage event logistics for Medical Education courses that generally range in size from 2-50 attendees, and some larger symposia.
• Prepares budget and monitors expenditures for each meeting.
• Work with pre-determined locations including Academy and HCP training sites. Occasionally will Conduct site selection and be involved with contract negotiation.
• Ensure adherence to all Compliance, Code of Conduct, and local laws regarding interactions with Health Care Providers (HCP)
• Troubleshoot and handle any issues that arise on the event day.
• Tracks and processes all changes, including updating hotel confirmation numbers and cancellation numbers, room name changes.
• Provides reports such as: rooming, participants list, ground transportation, group air, arrival and departure, food and beverage, translation etc.
• Knowledge of meeting planning policies, procedures, compliance, and business practices
• Oversee attendee experiences from event planning through post-event review; manage on-site preparations, and ensure consistent, high-level service throughout allphases.
Reporting and Compliance
• Manage Compliance reporting for all activities.
• Adherence to business conduct policies and procedures as well as local laws and regulations.
• Maintain the highest standards of ethics and compliance.
Ad hoc duties
In addition to the above, employees may be asked to perform other duties that may be reasonably required within the scope of the job title and to work safely at alltimes with due regard for health, safety, and environmental protection.
Requirements
• Experience 3-5 years of progressive experience in meeting planning and coordination, preferably in the medical industry.
• Strong background in hospitality and event management
• Domestic travel required 5-10%
Competencies
• Self-motivated and ready to take on challenges and work under stress in a fast-paced environment.
• Ability to handle pressure and make good decisions quickly.
• Strong interpersonal and communication skills
• Prepared to work flexible hours.
• Excellent organizational skills and meticulous attention to detail.
• Highly organized with the ability to meet multiple concurrent deadlines.
• Ability to provide outstanding customer service and remain professional.
• Exercises independent discretion and judgment and solves moderately complex problems.
• Must be able to think and respond quickly to offer solutions to problems/issues in an efficient manner.
• Highly detail-oriented with a critical degree of accuracy regarding event details.

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