Meeting Event Manager

1 week ago

East Hanover, United States Maritz Inc. Full time

The Meeting Event Manager (Pharma/Life Science focused) is the client liaison and project leader for assigned face to face, digital or hybrid programs which will have a strong focus on HCP attended meetings such as Advisory Boards and Investigator Meetings..

This individual manages overall coordination, planning, and execution of the program from an operational perspective. Responsible for coordination of program planning while providing unparalleled levels of consultative event design and customer service.

Responsible for client budget management and supporting the EM (Event Management) financial managers in forecasting budget variations.

Scope

No Direct Reports

Responsible for client budget management and supporting the EM (Event Management) financial managers in forecasting budget variations.

Reporting and Working Relationships

Title of Manager: Reports to Operations Director or Operations Manager.

Title of Direct Reports: N/A

Title of Peers: Meeting Event Managers

Internal and External Contacts: Working relationship with clients and third party suppliers. Interacts with internal departments including, but not limited to, Sourcing Coordinators, Sourcing Managers, Senior Sourcing Managers, Meeting Coordinators, Meeting Managers, Senior Meeting Managers, Project Account Managers, Attendee Management, Creative Department, Web Producers, Industry Relations, Project Accounting, Account Management, Account Executives, and Program Operations

Primary Responsibilities

40% - Project & Experience: Manages overall project timeline and deliverables including client expectations, business objectives, and people impressions. Manages and negotiates items including supplier relationships, audio-visual, general service contracting, hotel, DMCs, air and third-party contracts. Monitors attrition dates, cancellation policies; ensures contracted services are executed. Coordinates and attends site inspections. May coordinate/support food and beverage, transportation, hotels, activities, meetings, registration, air, VIP logistics, emergency preparedness and staffing. Manage client liabilities throughout project and on-site. May assist with development of proposals and deliverables on renewal business. Provide expertise on destinations, hotels and other services. Responsible for understanding and communicating established Health Care Professional (HCP) Meeting guidelines to the meeting stakeholder, as well as the HCP.

20% - Relationship Management: 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). Works with the Maritz Guest Services Department and HCPs to communicate flight requirements for program and ensure all travel arrangements are within compliance.

Authors and maintains standard process and event specifications documentation for project team and client. Facilitates kickoff meeting and working sessions with client and stakeholders. Conducts regularly scheduled status meetings from pre-planning through program operation with client and stakeholders. Acts as project team leader, communicates program requirements to team. Provides onsite leadership and support to clients, suppliers, and facilities to ensure all functions or programs occur as planned while monitoring service levels and resolving challenges.

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.

20% - Financial Management: Monitors project expenses and budget. Responsible for timely and accurate program reconciliation in order to complete HCP transfer of value reporting. Responsible for program and/or internal supplier revenue forecasting and changes and updating financial systems. Manages overall program/event budget - tracks changes and savings, communicates changes to Sales/Account Management contact and client.

**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 handling multiple projects/demands.

7. Excellen

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