Pharma Event Coordinator

4 weeks ago

West Des Moines, Iowa, United States ITA Group Inc Full time
Job Overview

ITA Group Inc is seeking a highly skilled Pharma Event Manager to join our team. As a key member of our Event Management division, you will be responsible for coordinating and executing pharmaceutical meetings, including sales meetings, regional POAs, national POAs, launches, leadership meetings, and incentives for our Life Sciences clients.

Key Responsibilities:

  • Develop and implement operational plans for assigned programs, leading a multi-functional team of subject matter experts.
  • Provide quality control by reviewing and approving deliverables, including proposals, specification documents, contractual documents, demonstrations, invoices, reports, collateral materials, and websites.
  • Facilitate team meetings to ensure effective program development and execution, evaluating ongoing status to ensure requirements are met in alignment with contractual agreements.
  • Oversee the team's execution of operational directives, providing regular client updates on program/account status, timelines, and other relevant information.
  • Foster team building and resolve account-level issues, ensuring all team members understand client expectations and that ITA Group is positioned as an extension of our client's business.
  • Establish expectations with client stakeholders to ensure clear understanding of program objectives prior to launch and operations, measurement criteria should be quantified, qualified, and aligned with business objectives.
  • Confirm program pricing through signed contractual agreements with suppliers, manage program budget and control cash flow from clients to ITA Group to suppliers.
  • Negotiate land arrangements, including menus, audio visual, transfers, and hotel accommodations, to offer a fair, competitive price while maintaining a specified profit margin.
  • Take ownership for thorough client intelligence, ensuring this information is saved electronically and communicated to the AE and internal team.
  • Make necessary program changes and communicate these changes in writing with AE, client, suppliers, and other internal ITA Group staff.
  • Properly utilize all forms designed to enhance program operation and communication.
  • Conduct a Post Program Review Meeting with the internal team, Lead TD following each program.
  • Consult and assist Buyer to conceptualize, research, and formulate destination and hotel recommendations for future programs, providing strategic recommendations on how to improve program performance year over year.
  • Participate in travel opportunities, including client meetings, presentations, ITA internal events, program site visits, and program operations.
  • Alert AE and Team Lead to cross-selling opportunities with assigned clients, becoming knowledgeable about other services ITA Group has to offer and listening when clients speak of their business concerns.
  • Confer with Manager to review workload, challenges/solutions, proactive ways to enhance products and service offerings, progress made on leadership projects/initiatives, communication opportunities, training, or other topics.
  • Attend regular Event Management training sessions, supplier presentations, and other departmental, team, or ITA Group sponsored learning opportunities.
  • Utilize and leverage SFDC to ensure information is updated according to the opportunity workflow.
  • Track time through the labor tracking system, ensuring time is tracked to the appropriate program number and/or department.
  • Monitor program labor hours and notify Manager if there are inefficiencies or out of scope work being created, working with Supervisor to create efficiencies within the program year over year, if applicable.
  • Promote high levels of customer satisfaction as measured by the questions aligned with customer deliverables, supporting the overall CSM goal of 85% overall client satisfaction.

Requirements:

  • Bachelor's degree in Business, Liberal Arts, Public Relations, Communications, or Event Management preferred.
  • Three years of experience in the group travel industry in a position of similar accountabilities and responsibilities, or a minimum of two years of experience in ITA Group's Event Management division.
  • Experience with Life Sciences event planning, directly planning US-based events as well as international incentives.
  • Willingness to travel for site visits and program operations.
  • Experience in managing attendees from multiple countries with varying country guidelines.
  • Experience with planning global meetings.
  • Strong organizational skills and the ability to manage details.
  • Ability to handle numerous projects, prioritize workload, and delegate responsibility.
  • Experience in effective communication and relationship building skills, business writing, and client presentations.
  • Proficiency with Microsoft PowerPoint, Microsoft Word, and Microsoft Excel.
  • Experience with Teams and Zoom preferred.
  • Experience with Project Management Software, Visio, and CRM system knowledge a plus, but not required.
  • Knowledge of financial and accounting principles with experience in preparing and assessing financial budgets and profitability.
  • Experience in negotiations in a business environment.
  • Excellent human relations skills with the ability to be flexible and sensitive to people's needs.
  • Ability to think and act in a proactive manner, capable of seeing the big picture while understanding how each element contributes to the greater whole.
  • Experience in working with cross-functional teams.
  • Excellent interpersonal skills with the ability to take and give direction within a matrix organizational structure and team environment.
  • Ability to generate enthusiasm and dedication to support team members in order to achieve client business objectives.
  • Ability to display a sense of urgency, ownership, and accountability.
  • Ability to listen, understand, and respond to external and internal customers' needs in a timely manner; customer service experience in a service-related industry preferred.
  • Ability to work the time necessary to complete projects and/or meet deadlines.

ITA Group Inc is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Company will consider reasonable accommodations for qualified individuals with disabilities and encourage prospective employees and incumbents to discuss potential accommodations with the Company.

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