Home Based, East Coast
Project Lead, Meeting Services
We are looking for a Meeting Specialist to join our talented and supportive team of 40+ delivering high quality international events. This is a full-time position with great benefits, competitive salary with an annual bonus. We require 3+ years' experience managing pharmaceutical events. Experience with Cvent is a plus.
You will organize and manage meeting logistics to support the needs of the pharmaceutical industry, ensuring seamless planning. compliant execution, and high-quality experiences for internal and external stakeholders. The role encompasses the planning. managing, and delivery from start to post-event. Requires travel both domestically and internationally.
Key Accountabilities:
Specialized knowledge
- In depth understanding of the department’s service offerings and processes
- Works with minimal supervision in a team environment to ensure the timely and accurate performance of work within project scope and objectives
- Able to provide cover for the Senior Specialist
- Participates in project planning meetings
- Keeps current on knowledge within the industry in respect of SOPs, guidelines, and suppliers
- Excellent knowledge of quality worldwide meeting venues
- Works with Managers and project leads to identify and resolve technical and process issues
- Excellent knowledge of virtual meeting management and platforms
- Good knowledge of online registration tool
Client relationship management
- Proactively manages Client expectations and ensures delivery against them
- Assertive in managing changes in project scope
- As applicable, attends Client meetings and telecons to discuss operational issues
- Ensures Client receives appropriate status update reports
- Proactively identifies complex technical and process issues
- Proactively assesses project needs and develops processes and solutions to address issues before they become significant problems
- Ensures that the delivery of high quality, well executed projects result in clients expressing satisfaction with the service provided and may result in additional business referrals
- Alert to opportunities for follow on business or changes in project scope and engages appropriate management
- Maintains confidentiality of information
Project execution and success
- Liaises closely with colleagues at all levels to discuss issues and resolve conflicts that may arise when managing a project
- Demonstrates the ability to complete assigned tasks, meet project deadlines and achieve objectives
- Proactively seeks opportunities to improve project efficiency, results, or team performance
- Oversee organization of delegate travel and attendance at international meetings and congresses
- Uses knowledge, experience, and expertise to recommend suitable venues and project solutions
- Conduct site visits to further influence the success of the meeting
- Works within internal/external SOPs and guidelines
- Provides expert quality control in respect of compliance to pharmaceutical industry guidelines
- Manages the on-site delivery of meetings
- Ensure communication with suppliers is clear and up to date
- Provides guidance to project team members in technical or process areas
Finance management
- Ensures detailed project scoping information is obtained for every project
- Ensures budget accuracy
- Conducts budget revisions and reconciliations, recording changes in scope
- Reviews profitability analysis
- Ensures deposits and invoices are paid in a timely manner according to internal processes
- Manages financial compliance procedures applicable to the delivery team
- Monitors reconciliation timelines to ensure that agreed Client deadlines are met
- Completes timesheets on time
- Completes/approves project related expense claims
Metrics for success
- Utilization/billability target
- Technical performance targets as established with Manager
- Contribution to achievement of project, team, and departmental specific goals
- Working within budgeted hours, monitor and communicate CIS’s to Manager
Competencies
- Client Focus
- Integrity and Ethics
- Teamwork and Collaboration
- Results Orientation
- Business Analysis
- Interpersonal Communication
- Influencing Others
- Networking
- Solving Business Problems
Skills:
- Proven experience in a pharmaceutical meetings environment
- Demonstrated ability to successfully manage meetings on time with high quality
- Client focused approach to work
- Ability to interact professionally within a client organization
- Strong problem-solving skills
- Willingness to work in a matrix environment and to value the importance of teamwork
- Excellent interpersonal, verbal, and written communication skills
- Sound understanding of IT packages such as Word, Excel, and PowerPoint
- Logical mind, shows a clear thought process before acting
- Ability to manage multiple and varied tasks with enthusiasm and prioritize workload with attention to detail
- Excellent knowledge of online registration software
- Good knowledge of audiovisual equipment
- A flexible attitude with respect to work assignments and new learning
Knowledge and Experience:
- Relevant experience in conference and event organization
- Equivalent experience organizing meetings within a similar industry and/or role is required
Education:
#LI-REMOTE
