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Senior Meeting Planning Manager

2 months ago

Florham Park, New Jersey, United States Shionogi Inc. Full time
Job Summary

We are seeking a highly skilled and experienced Senior Meeting Planning Manager to join our team at Shionogi Inc. The ideal candidate will have a proven track record of planning and executing complex meetings and events, and will be able to work effectively with internal stakeholders to deliver high-quality results.

Key Responsibilities
  • Meeting Planning and Execution
    • Plan and execute all non-HCP meetings, including national sales meetings, corporate town halls, corporate events, external congresses/conferences, and c-suite meetings.
    • Manage all aspects of meeting planning, including venue sourcing, catering, audiovisual, and logistics.
    • Develop and manage meeting budgets, and ensure that all meetings are executed within budget.
  • Project Management
    • Serve as the key project manager for Shionogi US, responsible for creating and executing strategic plans for each event.
    • Develop and manage detailed event documents, including scope and strategy of the event, venue/location sourcing, and detailed budgets.
    • Manage and direct the installation and dismantle crews at off-site meetings, and provide on-site support for all off-site meetings.
  • Vendor Management
    • Manage external vendors, agencies, convention centers, hotels, and venues.
    • Negotiate contracts and ensure that all vendors are compliant with Shionogi's policies and procedures.
  • Communication and Stakeholder Management
    • Develop and manage communication plans for each event, including internal stakeholder touchpoints, attendee management, and overall meeting organization.
    • Manage and direct the installation and dismantle crews at off-site meetings, and provide on-site support for all off-site meetings.
  • Financial Management
    • Develop and manage detailed meeting planning budgets, contracts, billing, control documents, and financial data reports/analysis.
    • Ensure that all meetings are executed within budget, and that all financial data is accurate and up-to-date.
Requirements
  • Education
    • Bachelor's degree required.
  • Experience
    • Minimum of 7 years of progressive experience in meeting/event planning in a corporate environment.
    • Experience in pharma meeting management highly preferred.
  • Skills
    • Proven ability to manage span of control and resources for different types and sizes of meetings/events.
    • Experience overseeing meeting planning contracts and financial budgeting, expensing, and reporting.
    • Experience managing and working in a meeting planning portal (i.e., CVENT) and remote meeting platforms (i.e., Webex, Team) highly preferred.
  • Competencies
    • Growth mindset with a can-do attitude and high emotional intelligence.
    • Ability to problem-solve and develop solutions for routine day-to-day issues.
    • Strong ability to influence laterally and vertically.
    • Strong proactive identification of and recommendations for stakeholder and meeting requirements.
    • Strong interpersonal and communication skills and the ability to develop effective working relationships with multiple levels of management and across a range of functions.
    • Excellent project management skills with demonstrated ability to lead multiple projects and priorities.