What are the responsibilities and job description for the Senior Meeting Planner (Pharmaceutical industry) position at Carlson Wagonlit Travel?
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.
Position Overview
CWT Meetings & Events is seeking a Senior Meeting Planner
Position Description
* Meeting/Event Planning Process
o Serves as project manager for pharmaceutical conventions/congresses, HCP meetings, POAs, incentives, and/or internal meeting series.
o Experience with global requirements for HCP reporting, compliance, etc.
o Determines the purpose of the meeting, prepares a project plan with specifications, and obtains historical information related to the program.
o Identifies stakeholder needs, prepares program outlines (topics, content, speakers), designs program details to meet needs of participants, identifies successful criteria for evaluation of the meeting, and determines technology requirements.
o Proactively escalates potential client, program, or delivery issues for timely resolution.
o Performs time tracks as requested by management.
o Responsible for completing Statement of Works for clients.
o Provide program feedback to all stakeholders through summary and distribution of program debrief notes for inclusion in account review.
o Serves as project manager on large conferences and/or meeting series and mentors other team members.
* Facilities & Services
o Determines appropriate geographical location and venue.
o Identifies services required, and coordinates security procedures.
o Plans, orders, and oversees technology requirements.
o Conducts a pre-meeting briefing and post-con with suppliers and facility providers.
o Plans/creates agendas for site inspections.
o Management of supplier partners and internal support areas to ensure quality and timely delivery.
* Financial & Contract Management
o Identifies ancillary revenue sources and/or cost savings opportunities.
o Develops budget for meeting which includes negotiating all vendor contracts independently related to a particular event.
o Ensures completion of payment and/or billing process.
o Manages according to budget.
o Conducts RFP process and determines fees for participation.
o Responsible for group reporting requirements.
o Ensures adherence to standard or client specific deposit terms, terms and conditions of client contract, and billing guidelines.
o Financial accountability for programs including adherence to standard or client deposit terms, terms and conditions of client contract, and billing guidelines.
* Logistics
o Establishes invitation/registration procedures, assesses risk management to determine operation's needs, and determines exhibitor booth assignments/setup process.
o Secures and communicates transportation/travel arrangements.
o Determines setup for function rooms including seating and AV.
o Manages all food and beverage needs.
o Prepares and reviews housing reports in a timely manner.
o Coordinates shipping of materials.
o Complies with M&E technology usage as required.
* Program
o Secures speakers/entertainment and manages contractual relationship.
o Determines food and beverage requirements that support program objectives.
o Arranges ancillary programs with the meetings, including pre/post-meeting activities.
o Arranges media and PR activities for the program.
o Provides program feedback to all stakeholders through summary and distribution program debrief notes for inclusion in account review.
o Travels onsite for assigned programs acting as the meeting owner.
o Collaborates with onsite Lead Travel Director.
o May act in capacity of Trip Director.
* Increases Meeting and Events industry knowledge by attending internal training, external events supplier presentations, and team meetings.
* Perform other duties as assigned.
#LI-REMOTE
Position Requirements
*
o An equivalent experience and education may be considered.
o College diploma or degree in a related field.
o 5 years of current relative experience for the following meeting types: pharmaceutical conventions/congresses, HCP meetings, including at least 2 years handling large and complex events.
o CMP or formal Project Management designation preferred.
CWT accepts Military experience/certifications as a substitute for some requirements.
* Languages
o Effective communication in English.
* Knowledge, skills, and abilities (KSAs)
o Ability to travel as needed (up to 50%)
o Excellent knowledge of conventions and HCP meetings/HCP compliance guidelines
o Excellent knowledge of Cvent, Concur, and Microsoft Office products.
o Excellent travel industry knowledge.
o Knowledge of Project Management procedures and of electronic meeting management tools.
o Excellent oral/written communication skills to communicate internally and externally.
o Excellent critical thinking skills.
o Strong attention to detail, customer service, and negotiating skills.
o Strong organizational skills that can coordinate multiple resources.
o Ability to remain calm in stressful fast-paced situations.
o Ability to set priorities and multitask.
o Ability to work as a collaborator and take initiative.
o Ability to process financial information.
CWT is committed to creating a diverse environment and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, or veteran status.
CWT also offers opportunities to all job seekers including job seekers with disabilities. If you need reasonable accommodation to assist with your job search or application for employment, please contact us by sending an email toTalentAcquisitonAmericas@mycwt.com. In your email, please include a description of the specific accommodation you are requesting and a description of the position for which you are applying.
