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Internal Meetings Manager

2 months ago

Duluth, Minnesota, United States Planet Pharma Full time

Compensation: $45 - $55 per hour

Contract Duration: 6 months, with potential for extension

Location: Hybrid model, requiring 2-3 days onsite, with up to 50% travel

Role Overview:

The primary objective of this position within the Congress & Meeting Management (CMM) team is to orchestrate exceptional internal meetings for the Human Pharma and Animal Health sectors of the organization.

This role is responsible for enhancing engagement, optimizing costs, ensuring a positive experience for attendees, and achieving the strategic objectives set by the meeting owner.

  • Oversee the execution of internal meetings in accordance with established Internal Meetings Standard Operating Procedures (SOP), Playbook, and FAQs, ensuring seamless coordination among CMM, Sourcing, Compliance, IT, Finance, and relevant external vendors to deliver an optimal attendee experience.
  • Propose best practices for internal meetings through continuous research and evaluation of previous meeting Key Performance Indicators (KPIs).
  • Maintain a mindset of continuous learning regarding meeting execution and share insights and best practices with the CMM team.
  • Facilitate the planning activities of meetings by coordinating efforts between internal stakeholders and external vendors as the Lead Planner for designated Tier 1 and 2 meetings.
  • Conduct all business in compliance with applicable regulations and company policies.
  • Report any observed violations to upper management promptly.
  • Uphold high ethical and professional standards in all interactions to protect the company's reputation.
  • Recognize and navigate the interdependencies within the CMM structure while executing strategies and guiding principles.
  • Collaborate with Meeting Owners to develop the content and structure of their internal meetings.
  • Act as a liaison between the CMM team and various group functions (e.g., IT, Compliance, Legal) as well as external partners regarding internal meetings.
  • Engage with on-site support teams during meetings to ensure smooth operations and meet the expectations of all attendees and stakeholders.
  • Possess knowledge of meeting interdependencies and best practices, including technology capabilities and venue considerations.
  • Demonstrate experience in creating and managing large-scale meeting budgets while identifying innovative cost-saving solutions.
  • Understand regulations such as the Sunshine Act and PhRMA code that influence healthcare provider participation in internal meetings.
  • Exhibit adaptability and problem-solving skills to respond to changing business needs, internal process adjustments, and evolving content and formats for attendees.
  • This position contributes to the realization of the CMM team's vision for internal meetings.

Qualifications:

  • Minimum of seven (7) years of combined experience in managing internal meetings.
  • Proven end-to-end logistical experience in planning large-scale meetings with over 200 attendees.
  • Familiarity with virtual meeting platforms and applications.
  • Experience leading project teams that include both internal and external resources.
  • Ability to manage multiple initiatives concurrently.
  • Experience in negotiating with and overseeing external vendors.
  • Strong business acumen and decision-making capabilities.
  • Demonstrated success in cross-functional collaboration with high emotional intelligence.
  • Knowledge of Continuous Process Improvement with a successful track record of delivering results.
  • Ability to navigate ambiguous and challenging situations to find solutions.
  • Collaborative team player with an entrepreneurial mindset.
  • Exceptional problem-solving skills.
  • Strong negotiation and conflict resolution abilities.
  • Highly motivated to create a positive impact.
  • Customer-focused approach.
  • Excellent communication, persuasion, and facilitation skills.
  • Exhibit agility, accountability, and intrapreneurship.
  • Willingness to travel up to 50% of the time.

Education:

  • Bachelor's degree from an accredited institution is required.