Medical Meeting Event Manager

3 weeks ago

plainsboro, United States Maritz Full time

***Candidates must be based in New Jersey or the surrounding area and able to come into the office in Plainsboro, NJ 2-3 days a week***


PURPOSE:

The Medical Meeting Manager works effectively with internal Colleagues/Brand Management /Trial Managers/International Trial Managers/International Colleagues as required for advisory boards, clinical investigator meetings and events, speaker bureau training meetings, meetings in conjunction with congress events, and other internal and/or external-facing meetings.

This individual manages overall coordination of HCP events or engagements from an operational perspective, while providing unparalleled levels of and customer service for HCP.


RELATIONSHIPS:

CLIENT/ATTENDEE:

  • Independently interfaces with day-to-day client contact to ensure business objectives and people impressions are executed.
  • Provides high touch personalized service for Health Care Professionals (HCP).


SUPPLIER/PARTNERS:

  • Identifies and recommends potential vendors/venues for meeting related services. Utilization of client preferred partners required if MSA is in effect.
  • Manages the selection of vendors to implement logistics and production based on client aligned suppliers.
  • Supervises all suppliers and labor partners at meetings to provide an appropriate environment for all attendee personnel.


ESSENTIAL FUNCTIONS:

TOV REPORTING & FINANCIAL MANAGEMENT:

Responsible for client budget management and monitors project expenses.

  • Responsible for processing all expense reimbursements & payments for HCP attendees, ensuring all are within client guidelines.
  • Responsible for timely and accurate program reconciliation, and submission of HCP transfer of value reporting.
  • Responsible for program forecasting and updating financial systems.
  • Manages overall program budget, changes, and savings, communicates to client.
  • Analyzes all post-meeting costs and use data for future meeting development.


HCP MEETINGS COMPLIANCE OVERSIGHT:

  • Ensure applicable organizing, consents, attestations, attendance tracking, reimbursement, and spend tracking procedures for meeting and events are followed related to interactions with healthcare providers/organizations/patients.
  • Ensure proper contracting and engagement procedures for all healthcare providers/organizations/patients in attendance with client requirements.
  • Maintain current understanding of the clients local and global policies and guidelines applicable to pharmaceutical meeting and event compliance with healthcare providers/organizations/ patients.
  • Ensures vendor to complete all required reporting and archiving of HCP, HCO, and Patient interactions on time.
  • Coordinate escalation and ensure resolution of exceptions, reviews, and deviations with clients Ethics & Compliance, Legal, and Privacy Data Management Offices related to healthcare providers/organizations/patients’ interactions at client hosted meeting and events.
  • Produce written materials and presentations as necessary summarizing legal and compliance issues and risks.


PROJECT MANAGEMENT & EXPERIENCE:

Manages overall project timeline and deliverables including client expectations and business objectives.

  • Manages and negotiates items including, audio-visual, hotel, DMCs, air and third-party contracts.
  • Monitors attrition dates, cancellation policies; ensures contracted services are executed. Coordinates and attends site inspections.
  • Responsible for understanding and communicating established Health Care Professional (HCP) Meeting guidelines to the meeting stakeholder, as well as the HCP.
  • Manages the preferred partner relationship for meeting planning and execution. Makes recommendations for the right partner based on project scope and vendor capabilities.
  • Manages vendors in the planning and execution related functions of assigned meetings.


MEETING MANAGEMENT/PLANNING/EXECUTION:

  • Creates & executes of communication plan for planning team for all managed meetings.
  • Develops and executes any related RFPs required for execution of meeting logistics or production/audio visual.
  • Develops of and oversee implementation of planning timeline and meeting management requirements for Core Planning Teams.
  • Leads Core Planning Team in overall process management
  • Leads RFP process for new vendor categories as required for implementation of overall meeting objectives.
  • Leads the development of and oversee the corporate initiatives into meetings. Manages event lifecycle from inception through closeout.
  • Oversees management of on-site communications including, but not limited to, rehearsal schedules, presenter agendas, and executive team agendas through support vendor agencies.
  • Performs other job-related duties as required
  • Provides on-site management of all vendors for logistics/production through execution of all details.
  • Responsible for creation, routing and all SOP related procedures for SOW with vendors who have an MSA on file.
  • Responsible for vendor management of total program
  • Logistics to include, but not limited to attendee registration, travel (air, and ground), hotel accommodations, food and beverage, meeting room set-ups, audio visual and print/materials production.
  • Team leader in the meeting planning and execution team, including developing agenda, managing all vendors, sourcing locations and creating meeting themes and gaining approval from all parties.


PROCESS MANAGEMENT:

  • Follows meeting related SOPs as required.
  • Ensures quality standards are exceeded for all meetings and events.
  • Leads the evaluation and selection process for technology suppliers including attendee registration, budget tracking and virtual meetings with the client preferred suppliers.
  • Monitors adherence to internal and external policies and procedures.


Qualifications

1. Bachelor’s degree or equivalent experience required. PMP (Professional Meeting Planner), CMP (Certified Meeting Planner), CIS, CITP, HMCC, DES certification desired.

2. 3+ years of experience in pharmaceutical meeting/event planning (HCP attended meetings)

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

4. Prior successful experience in providing personal and exceptional experiences to event guests and developing and maintaining key client relationships.

5. Professional oral presentation and writing skills required.

6. Prior experience in effectively managing multiple projects/demands.

7. Excellent computer skills, knowledge of Microsoft Office tools, Meetings Management & Digital Event Technology & ability to learn new technology quickly.

8. Ability to travel up to 30% of time required.

9. Working knowledge of FDA regulations and PhRMA guidelines strongly desired


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

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