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 role encompasses the planning, managing, and delivery from start to post-event.

We are looking for someone who has a ‘let’s do this’ approach. There’s no clock watching or micro-managing, you are trusted to deliver incredible experiences for your clients as you look after projects end-to-end working with a team of likeminded individuals. Qualities such as being highly self-motivated, driven, and professional should be natural for you.

This is full-time opportunity with great benefits including a competitive salary with an annual bonus.  3+ years’ experience managing pharmaceutical events is required.  Experience with Cvent is a plus.

Location: Will work remotely from US Central/ East Coast Regions. 

Travel: US/ International travel required.

Job Purpose:
To lead all aspects of project deliverables in the Meeting Services team, while meeting quality standards on time and on budget.

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
· Participates in project planning meetings (internal and with client)
· Keeps current on knowledge within the industry in respect of SOPs, HCP compliance, and suppliers
· Knowledge of quality worldwide meeting venues
· Working knowledge of virtual meeting management and platforms
· Experience working with Cvent platform a plus

Client relationship management
· Proactively manages Client expectations and ensures delivery against them
· Assertive in managing changes in project scope
· 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
· 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 project coordinator responsibilities, including attendee management

· 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
· Contribution to achievement of project, team, and departmental specific goals
· Working within budgeted hours, monitor and communicate CIS’s to Manager

. Client satisfaction

Competencies

· Client Focus
· Integrity and Ethics
· Teamwork and Collaboration
· Results Orientation
· Business Analysis
· Interpersonal Communication
· Influencing Others
· Networking
· Solving Business Problems
· Self Confidence and Self Control

Skills:
· Proven experience in a pharmaceutical meetings environment
· Demonstrated ability to successfully manage meetings on time with high quality
· Technical expertise
· 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 pharmaceutical meeting planning experience

· Equivalent experience organizing meetings within a similar industry and/or role is required