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Pharma Event Coordinator

1 month ago

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

We are seeking a highly skilled and experienced Pharma Event Manager to join our team at ITA Group Inc. As a key member of our Event Management division, you will be responsible for coordinating and executing pharmaceutical meetings and events, ensuring seamless execution and exceeding client expectations.

Key Responsibilities
  • Develop and implement operational plans for assigned programs, leading a multi-functional team of subject matter experts to ensure timely and quality delivery.
  • Provide quality control by reviewing and approving all deliverables, including proposals, specifications, and contractual documents.
  • Facilitate team meetings to ensure effective program development and execution, evaluating ongoing status to ensure requirements are met.
  • Foster team building and resolve account-level issues, ensuring clear understanding of client expectations and positioning ITA Group as an extension of the client's business.
  • Establish expectations with client stakeholders, confirming program pricing and managing program budgets and cash flow.
  • Negotiate land arrangements, including menus, audio visual, transfers, and hotel accommodations, to offer a fair and competitive price while maintaining a specified profit margin.
  • Take ownership of 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 the AE, client, suppliers, and other internal ITA Group staff.
  • Conduct Post-Program Review Meetings with the internal team and Lead TD following each program.
  • Consult and assist the Buyer in conceptualizing, researching, and formulating destination and hotel recommendations for future programs.
  • Participate in travel opportunities, including client meetings, presentations, program site visits, and program operations.
  • Alert the AE and Team Lead to cross-selling opportunities with assigned clients, becoming knowledgeable about other services ITA Group has to offer.
  • Confer with the Manager to review workload, challenges, and solutions, as well as proactive ways to enhance products and service offerings.
  • Attend regular Event Management training sessions, supplier presentations, and other departmental, team, or ITA Group-sponsored learning opportunities.
  • Utilize and leverage Salesforce.com, ensuring information is updated within SFDC 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 the Manager if there are inefficiencies or out-of-scope work being created.
  • Promote high levels of customer satisfaction, supporting the overall CSM goal of 85% overall client satisfaction.
Requirements
  • Bachelor's degree in Business, Liberal Arts, Public Relations, or 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.
  • Ability to interact with all levels of client management.
  • 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.
  • 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.
  • 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.