Meeting and Event Specialist, Sr.
3 months ago
Main Objective: The Meeting & Event Specialist is responsible for negotiating, planning, scheduling and managing corporate meetings and events, sales trainings and other hi-level corporate meetings. Serves as liaison to internal clients while events are occurring and provides strategic guidance to them as needed. Adheres to and enforces policies in direct partnership with Compliance, Legal and others in the pre-planning process. Reporting on corporate lab initiatives with Health Care Professionals and/or organizations in compliance with the Federal Physician Payment Sunshine Provisions of the Patient Protection and Affordable Care Act along with existing and future state laws and restrictions. Knowledge of Corporate Goals and Objectives to ensure the successful outcome of company-wide events. Exercises functional and technical decision-making, management of external vendors and on-site execution of an event. Serves as mentor, trainer, to teach and develop Meeting & Event Coordinator/s proper policies and procedures and provide excellent customer service.
Essential Duties and Responsibilities:
- Participates in the development of meeting goals and objectives, corporate brand management, and preparation of Corporate, Sales Training, Medical Education events such as lab courses, symposiums, business meetings, road shows and corporate meetings and events.
- Responsible for the execution and compliance with AdvaMed guidelines; record and track consultants' activities and expenses via HCP meeting technology database and/or other reporting methods.
- Responsible for event and meeting budget forecasting, analysis, measuring and providing recommendations to customers regarding per total attendee costs for planning.
- Manages and executes medium, large, and signature meetings and events for the organization in Naples, FL or other regions according to business objectives (may include international markets).
- Responsible for managing all material and promotional organization of events, labs, agency and sales rep trainings in partnership with Marketing and others as needed.
- Collaborates on the development and dissemination of meeting/event materials, food & beverage (F&B), time & events schedules (T&E), arrival & departure manifests (A&D), banquet & event orders (BEOs), housing lists and confirmation notices. Maintain and track logistics of all material needed for training events; coordinate logistics and travel for onsite event staff.
- Works closely with Arthrex Travel Team on all group air reservations and arrival/departure manifests for events ensuring that customer experience is executed to a high service standard and collaborates to implement change, improvements or alternate solutions to meet customer expectations.
- On-site execution, including management of all the above, focused on the customer experience. Responsible for documentation, coordination of training, RFP process, site visits, venue recommendation and/or final venue selection.
- Provide Post-event measurements, analytics, reports, evaluations, invoice reconciliation, charge backs and expense analysis. Provides final cost analysis and savings reports to internal customer upon conclusion of meeting.
- Mentors, teaches and is responsible for the development of Meeting & Event Coordinators. Has one-on-one touch bases to guide and ensure Coordinator/s are abiding with policies and procedures and providing excellent meeting support to customers.
- Maintains positive relationships with Internal and External partners and works to provide solutions and implement win-win strategies to meet business objectives. Partners include: Innovation Hotel, Wellness Center, Security, Culinary, Banquets, Medical Education, Corporate Communication, Marketing, Lab Services, Travel, AX, External Vendors, and Community Leaders.
- Responsible for creating and leading teams of staff to execute and manage large or signature events. Oversees all team members responsibilities, provides coaching, training, and motivates team members to achieve excellence by delivering business objectives and goals.
- Works with management to analyze and forecast yearly activities, volume, growth, gaps, and development or enhancement of efficiencies.
- Implements changes to workflows for Cvent, and SalesForce keeping systems updated with trends, branding, technology, and business needs. Reviews changes to current models and seeks approvals to adopt changes as necessary. Brings awareness to management team of new initiatives and partners with experts to find solutions.
Knowledge:
Broad/Extensive knowledge of industry practices, customer service, and standards. Advanced knowledge of Meeting and Event Specialist processes and best practices.
Develops and aligns with management on new Meetings and Events Services policies and procedures. Mentors, guides and trains new hires
Reasoning Ability:
Advanced ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to communicate effectively, trouble-shoots, provides solutions and helps to resolve conflicts from occurring. Assists Management team in developing policies and procedures that ensure solutions are consistent with department objectives.
Discretion/Latitude:
Required to lead or work as part of a team or work independently with minimal supervision. Exercises considerable latitude in determining objectives. Supports management with high level projects. Work is reviewed for detail accuracy, consistency, customer service, and meeting objectives. Refers to all policies and procedures for detailed instructions.
Skills:
• Broad understanding of orthopedic/medical device industry, marketing and medical education
• Partners with leadership in the strategic planning of medical education and/or convention events
• Strong customer service and organizational skills; detail oriented
• Excellent written and verbal communication skills, ability to prepare presentations and present to stakeholders
• Implementation of AdvaMed (Medical/HealthCare) Best Practices experience required
• Ability to work in a fast-paced, ever changing environment.
• Ability to lead initiatives related to Cvent, SalesForce, Meetings Management systems required
• Coachable, Team player, self-motivated, ability to work independently and meet deadlines
• Work extended hours, weekends, early mornings or late nights
• Intermediate to Advanced level of Microsoft Office, Excel, Word, PowerPoint and Outlook email experience.
• Strong Project Management skills with ability to manage multiple priorities.
• Ability to train other Coordinators or Specialists on all Meetings & Events Teams processes
Education/Experience:
• Bachelor's degree in Hospitality, Communications or Business Management or related field required; preferably in a medical device environment.
• 8 year's experience of meeting planning experience required
• CMP Preferred
Incidental Duties:
The above statements describe the general nature and level of work being performed in this job. They are not intended to be an exhaustive list of all duties, and indeed additional responsibilities may be assigned, as required, by management. Hours must be flexible as often Saturday and/or evening coverage is required including approximately 40% travel as required.
Reasoning Ability:
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
Mathematical Skills:
Ability to comprehend and apply mathematical principles to the degree required to perform the job based upon job requirements.
Language and Communication Skills:
Ability to comprehend and apply language skills to the degree required to perform the job based upon the job requirements listed above. Ability to verbally communicate ideas and issues effectively to other team members and management. Ability to write and record data and information as required by procedures. Bi-lingual language skills a plus (Spanish, German, Portuguese).
All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.
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