Purpose of the role:

CWT Meetings Events is a global, full-service meetings and events agency with over 30 years of experience providing innovative solutions for both strategic meetings and event management. We live, breathe and thrive on executing some of the most innovative events and finest meetings of all shapes and sizes.

We’re a community of 1,400 meetings and event experts spanning 68 countries and we are continuing to grow. We are always on the lookout for talented people to join us on our journey and help us to exceed both our own expectations, and those of our clients.

CWT ME is seeking individuals with a passion for providing amazing experiences. If you are an enthusiastic event planner who thrives in an environment where communication, creativity, and teamwork are encouraged, this may be the opportunity for you.

In this exciting role, the Meetings Events Planner, will own the planning and delivery of small and med-size meetings and events, with a specific focus on Medical Meetings (Congresses, Ad Boards, Investigator Meetings, Roundtables) as well as actively assist in program delivery elements for larger scale and more complex Congresses, utilizing standard processes and procedures to achieve client satisfaction. As an Event Planner, you will work independently and as part of a project team, leading all aspects of assigned program components from conception to execution of meetings and conferences. We are looking for highly organized, detail oriented individuals, who are flexible, have the ability to thrive in a fast-paced environment and handle multiple projects with tight deadlines. This role requires a high level of initiative, self-motivation, flexibility, creativity, and collaboration to be able to assists in the development, planning and execution of successful meetings and events.

This is an opportunity to get involved in our rapidly growing Meeting Events team and grow professionally along with the business. We are looking for an experienced, rock star, events professional who can wrangle thousands of moving parts and is excited by the challenge of delivering creative and innovative programs.

Main responsibilities:

Project Management: Determines purpose of the meeting, prepares a project plan with specifications, and obtains historical information related to programIdentifies stakeholder needs, prepares program outlined (topics, content, speakers), designs program details to meet needs of participants, identifies successful criteria for evaluation of meeting and determines technology requirementsProactively escalates potential client, program, or delivery issues for timely resolution. Performs time tracks as requested by managementFacilities Services: Owns or actively assists in determining the purpose of small and med-scale meeting, preparing a project plan with specifications, and obtaining historical information related to program.Plans, orders, and oversees technology requirementsConducts a pre-meeting briefing and post-con with suppliers and facility providersPlans/creates agendas for site inspectionsFinancial Contract Management: Identifies ancillary revenue sources and/or cost savings opportunitiesDevelops budget for meeting which may include vendor contract negotiationsEnsures completion of payment and/or billing processManages according to the budgetConducts RFP process and determines fees for participationResponsible for group reporting requirementsEnsures adherence to standard or client specific deposit terms, terms and conditions of client contract, and billing guidelinesLogistics: Establishes invitation/registration procedures, assesses risk management to determine insurance and operation needs, and determines exhibitor booth assignments/setup processSecures and communicates transportation/travel arrangementsDetermines setup for function rooms including seating and AVManages all food and beverage needsPrepares and reviews housing reports in a timely mannerCoordinates shipping of materialsComplies with ME technology usage as required
Program: Secures speakers/entertainment and manages contractual relationshipDetermines food and beverage requirements that support program objectivesArranges ancillary programs in conjunction with the meetings including pre/post meeting activitiesProvides program feedback to all stakeholders through summary and distribution program debrief notes for inclusion in account reviewTravels onsite for assigned programs acting as the business lead meeting owner as requiredProactively escalates potential client, program, or delivery issues for timely resolution.Performs time tracks as requested by management

Increases Meeting and Events industry knowledge by attending internal training, external events supplier presentations, and team meetings.
Identifies upselling opportunities and action or informs manager.Performs other duties as assigned.

#LI-REMOTE #LI-SV

Experience education:

Education:

College diploma or degree in related field

Experience:

3-5 years of meeting and event management experience including at least 2 year of support mid-scale events.3-5 years of Pharmaceutical Convention and CongressCMP or formal Project Management designation

Knowledge, skills and abilities (KSAs)

Excellent oral/written communication skillsCritical thinking skillsAttention to detailCustomer service skillsNegotiating skillsOrganizational skills Are able to work under pressure, cope with competing demands, establish priorities and deliver to fixed datesFacilitates collaborations with teammates to obtain support and knowledgeAnticipates issues and proactively propose solutionsDevelops solid interpersonal relationships through strong communication and problem solving skillsCan negotiate, influence, take risks and communicate with business leadersFoster diversity, be inclusive, think globally and drive engagementStrong knowledge of Microsoft Office productsCvent meeting technology tool requiredProject management proceduresTravel industry knowledge preferred

Live and work by CWT values:

LeadershipPassionCaringIntegrity

Experience education:

Education:

College diploma or degree in related field

Experience:

3-5 years of meeting and event management experience including at least 2 year of support mid-scale events.3-5 years of Pharmaceutical Convention and CongressCMP or formal Project Management designation

Knowledge, skills and abilities (KSAs)

Excellent oral/written communication skillsCritical thinking skillsAttention to detailCustomer service skillsNegotiating skillsOrganizational skills Are able to work under pressure, cope with competing demands, establish priorities and deliver to fixed datesFacilitates collaborations with teammates to obtain support and knowledgeAnticipates issues and proactively propose solutionsDevelops solid interpersonal relationships through strong communication and problem solving skillsCan negotiate, influence, take risks and communicate with business leadersFoster diversity, be inclusive, think globally and drive engagementStrong knowledge of Microsoft Office productsCvent meeting technology tool requiredProject management proceduresTravel industry knowledge preferred

Live and work by CWT values:

LeadershipPassionCaringIntegrity