Pharma Event Coordinator

2 days ago

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

We are seeking a highly skilled Pharma Event Manager to join our team at ITA Group Inc. The successful candidate will be responsible for coordinating pharmaceutical meetings, including sales meetings, regional POAs, national POAs, launches, leadership meetings, and incentives for specific Life Sciences clients.

Key Responsibilities
  • Develop and implement operational plans for assigned programs, leading a multi-functional team of subject matter experts to ensure timely delivery and quality control.
  • Review and approve all deliverables, including proposals, specification documents, contractual documents, demonstrations, invoices, reports, collateral materials, and websites, to ensure they meet established quality control measures and business practices.
  • Facilitate team meetings to ensure effective program development and execution, evaluating ongoing status to ensure requirements are met in alignment with contractual agreements.
  • 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 the client's business.
  • Establish clear expectations with client stakeholders, ensuring a thorough understanding of program objectives prior to launch and operations, and confirm program pricing through signed contractual agreements with suppliers.
  • Manage program budgets and control cash flow from clients to ITA Group to suppliers, monitoring international exchange rates and keeping clients advised on how the current exchange rate will affect their program budget.
  • 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.
  • Properly utilize all forms designed to enhance program operation and communication.
  • 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, 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 the 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 the 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 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, working with the 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.
  • 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.

To perform this job successfully, an individual must be able to complete each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required.

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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