This individual manages the overall coordination, planning, and execution of the program from an operational perspective. They are responsible for program planning and logistics while providing unparalleled levels of customer service and stakeholder management.
This person is also responsible for contract preparation, budget management, and back-end administrative processes.
Scope
No Direct Reports
Responsible for client budget management and supporting the EM (Event Management) financial managers in forecasting budget variations.
Reporting and Working Relationships
Title of Manager: Reports to Operations Manager.
Title of Direct Reports: N/A
Title of Peers: Meeting Event Managers
Internal and External Contacts: Working relationship with clients and third-party suppliers. Interacts with internal departments including, but not limited to, Sourcing Coordinators, Sourcing Managers, Senior Sourcing Managers, Meeting Coordinators, Meeting Managers, Senior Meeting Managers, Project Account Managers, Attendee Management, Creative Department, Web Producers, Industry Relations, Project Accounting, Account Management, Account Executives, and Program Operations.
Primary Responsibilities
40% - Project & Experience: Manages overall project timeline and deliverables including client expectations, business objectives, and people impressions. Manages and negotiates items including supplier relationships, audio-visual, hotel, air and third-party contracts. Monitors attrition dates, cancellation policies; ensures contracted services are executed. Coordinates and attends site inspections. Coordinate food and beverage, transportation, hotels, meetings, registration, air, VIP logistics, and staffing. Manage client liabilities throughout project and on-site. Provide expertise on destinations, hotels and other services. Responsible for understanding and communicating established Health Care Professional (HCP) Meeting guidelines to the meeting stakeholder, as well as to the HCP.
40% - Relationship Management: Independently interfaces with day-to-day client contact to ensure business objectives and people impressions are executed. Provides high touch personalized service for Health Care Professionals (HCP). Works with the Maritz Guest Services Department and HCPs to communicate flight requirements for programs and ensures all travel arrangements are within compliance. Creates and maintains event specifications documentation for project team and client. Facilitates kickoff meeting and working sessions with client and stakeholders. Conducts regularly scheduled status meetings from pre-planning through program operation with client and stakeholders. Acts as project team leader, communicates program requirements to team. Provides onsite leadership and support to clients, suppliers, and facilities to ensure all functions or programs occur as planned while monitoring service levels and resolving challenges.
20% - Financial Management: Monitors project expenses and budget. Responsible for timely and accurate program reconciliation in order to complete HCP transfer of value reporting. Responsible for program and/or internal supplier revenue forecasting and changes and updating financial systems. Manages overall program/event budget – tracks changes and savings, communicates changes to Sales/Account Management contact and client.
Internal and External Contacts: Manages external relationships with clients and all third-party companies/suppliers. Working relationships and regular interaction with internal partner teams which could include but is not limited to: Sales/Account Management, Design Studio, Creative, Guest Services, Registration, Supplier Relations, Housing/Sourcing, Accounting, Project Management and On-Sire Operations.
Qualifications
1. Bachelor’s degree or equivalent experience required. PMP (Professional Meeting Planner), CMP (Certified Meeting Planner), CIS, CITP, HMCC, DES certification desired.
2. 3+ years of experience in pharmaceutical meeting/event planning (HCP attended meetings)
Working knowledge of Cvent (registration, budget tool)
3. Strong knowledge of program/event design, management, and budget maintenance. Exposure to project planning/forecasting financial implications.
4. Prior successful experience in providing personal and exceptional experiences to event guests and developing and maintaining key client relationships.
5. Professional oral presentation and writing skills required.
6. Prior experience in effectively handling multiple projects/demands.
7. Excellent computer skills, knowledge of Microsoft Office tools, Meetings Management & Digital Event Technology & ability to learn new technology quickly.
8. Ability to travel up to 30% of time.
9. Must be available to work east coast hours
DISCLAIMER: This job description is designed to indicate the general nature and level of work performed by associates within this classification. It is not designed to confirm or be interpreted as a comprehensive summary of all duties, responsibilities and qualifications required of associates assigned to this job
Maritz offers a comprehensive benefits package for full-time employees including medical, dental, vision, life insurance, disability, 401k, tuition reimbursement, paid time off, and more! Part-time employees may qualify for medical, 401k, and paid time off depending on total hours worked. View all details at www.MaritzBenefits.com.
Maritz will only employ applicants who have authorization to work permanently in the U.S. This is not a position for which sponsorship will be provided. Those who need sponsorship for work authorization now or in the future are not eligible for hire. No calls or agencies please.
Maritz is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to sex, race, color, religion, national origin, age, marital status, political affiliation, sexual orientation, gender identity, genetic information, disability or protected veteran status. We are committed to providing a workplace free of any discrimination or harassment. If you have a disability and are having difficulty accessing or using this website to apply for a position, you can request help by calling 1-636-827-0335 or by sending an email to peopleanddevelopment@maritz.com.