Events Specialist

3 months ago

Austin, United States Abbott Full time

The Opportunity

This Events Specialist will work out of our Austin, Texas location in the Neuromodulation Division . Abbott’s Neuromodulation business includes implantable devices compatible with mobile technology to help people who suffer from chronic pain and movement disorders. These non-opioid therapies allow us to provide interventional pain therapy to patients throughout the pain continuum. There is no option for hybrid or remote work for this position.

What You’ll Work On

The Events Specialist will be responsible for planning, executing and reconciling conferences for the Neuromodulation division. The role will focus on logistical and operational components, such as:

Liaising with contacts within major societies to understand sponsorship options. Create a budget tracker and closely monitor based on alignment with internal stakeholders. Host regular event planning meetings with cross-functional partners (e.g., marketing, communications, commercial, and clinical). Facilitate completion of pre-event activities within required timelines: Ensure Marketing Communications understand the specs for any custom design requirements; Reserve necessary meeting rooms for executive customer discussions; Place Food & Beverage orders with event location; Manage rooming requirements for internal & external customers; Reserve venues for larger scale meetings within the conference (e.g., Lunch Symposium). Creation of registration site via CVENT software for attendees. In-person set-up for events (i.e., printing, seating assignments, product displays). Shipment of required marketing material & product to a particular event. Reconciliation of monthly corporate card (i.e., ensuring all receipts are documented). Ensures all stakeholders Global Marketing, including Clinical Marketing, Communications, Education and Sales are fully represented throughout entire convention and exhibit functions. Selects exhibit and symposia sites and manages all necessary logistical details to provide appropriate product and corporate branding. Act as the lead team member for the Convention and Events team and works closely with the Manager of the department to train and coach colleagues on process, procedures, and product knowledge. Support Manager with hiring and retaining a diverse, highly qualified staff and provides ongoing performance feedback, which includes contributing to goal setting that aligns department plans to company objectives. Leads core team planning meetings and ensure all action items and deadlines are completed on time by acting as the project manager for their meetings. Maintains a strong partnership with exhibit house and other show vendors for exhibit and meeting planning services. Participates in the process of sourcing and managing vendor partnerships for exhibit, customer event, and meeting planning services. Coordinates all logistics in association with a convention including booth needs, housing blocks, ambassador schedules, badges, ancillary requirements, and show communications. Works closely with exhibit house and other show vendors for exhibit and meeting planning services. Provides appropriate post-show evaluations and reports to upper management to assess effectiveness of events. Has thorough knowledge of all rules and regulations of association guidelines and serves as a corporate representative to professional exhibitor associations and committees. Provide recommendations on Convention participation/strategy based on direct experience and data analysis. Ensures ADVAMED and Sunshine Act guidelines are met with all meetings, including spend tracking for customer ancillary events. Follows all Abbott processes, procedures, and regulations related to meeting management and event reporting. Prepares budgets and schedules for conventions. Monitors expenses and maintains convention costs in or under budget. Works with the Manager to propose and submit annual convention budgets.  Support all Company initiatives as identified by management and in support of Quality Management Systems (QMS), Environmental Management Systems (EMS), and other regulatory requirements. Complies with U.S. Food and Drug Administration (FDA) regulations, other regulatory requirements, Company policies, operating procedures, processes, and task assignments.  Maintains positive and cooperative communications and collaboration with all levels of employees, customers, contractors, and vendors. Execution of logistical & operations components of conferences & other educational events. Performs other related duties and responsibilities, on occasion, as assigned. Travel: 30% (domestic and international).

Required Qualifications

Bachelor’s degree in Travel Tourism, Hospitality, Marketing, Public Relations, Journalism, Advertising, Communications, English or equivalent. 3+ years of experience managing exhibit vendors/contractors. Track record of delivering measurable and engaging exhibit booth experiences. Demonstrated strong project management skills and also showcases a customer-service focused mentality. Experience managing and coming in within a budget encompassing multiple vendors, cost-centers, and payment terms. Experience working with a global brand and global team members. Comprehensive personal computer skills including demonstrated spreadsheet, word processing, and database management capabilities. Experience evaluating, implementing, and working with lead management tools, including web and mobile apps. An entrepreneurial, take-charge, change-agent spirit is critical with a passion for working in the healthcare industry. Ability to work in a highly matrixed and geographically diverse business environment. Additional Meeting Planning or Project Management certificates preferred. Familiarity with the following software: CVENT; Travel booking through a third-party agent (e.g., CWT); Expense reporting through Concur; Microsoft PowerPoint, and Microsoft Word.

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