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:

• Bachelor’s Degree