Meeting and Events Manager - #1457

HCP Management Operations

Dba MedForce

Location: Remote  - MUST RESIDE IN NJ

Position: Manager, Meetings & Events

Department: Travel Meetings

Reports To: Director of Meetings and Events
 

Position Overview:

The Manager, Meetings & Events is responsible for the logistical execution of pharmaceutical programs and will work directly with the Account Team on developing and executing strategic marketing and medical educational/training programs for our clients. The individual in this position must be detail oriented, show a high level of professionalism and customer service, with an attitude of ownership for program success and client satisfaction.

The Manager, Meetings & Events reports to the Director of Meetings and Events and will work with the Account team to help build and execute the logistical aspects of the programs from start to finish. Strong knowledge and experience planning and managing on-site meetings/programs, managing vendors, booking venues and travel, communicating with healthcare professionals, and managing and reconciling budgets within the pharmaceutical industry is essential for this position. 

Responsibilities include, but are not limited to:

Primary Responsibilities:

Manage all logistical aspects of full-service pharmaceutical medical education programs and conference related events from inception to completion, through reconciliation while ensuring logistical compliance.

PRE-MEETING

• Plan different types of pharmaceutical medical educational programs including:
  • Large scale programs such as Speaker Trainings, Product Theatres, Symposiums, Customer Receptions/Dinners
  • Small to mid-size programs such as Advisory Boards, KOL/HCP Engagements, local trainings
  • 1:1 Consulting Meetings and HCP meals at large medical conventions
• Work with client Account Contact on brand management to coordinate delivery of branded materials and signage

• Source Venues: Research and Negotiate hotel venues, meeting space and guest rooms
• Source Vendors (work with Account Director): Hire and manage third-party vendors such as AV, display, equipment rental, décor companies, etc.
• Collaborate with IT/ web developers to customize registration websites & electronic communication
• HCP and Client Communications:  
  • Drafts and send approved Save the Date/Invites and Confirmations in collaboration with internal and external stakeholders
  • Manage Registration via event registration platforms (ie CVENT or proprietary platform)
  • Manage execution of applicable Consultant Agreements and follow up for fully executed CAs, as well as HCP W9 forms for payment processing
  • Arrange Travel for HCPs: Air, ground transportation and hotel rooms
• Merge, Print and Deliver on-site materials: Welcome Packs, Name Badges, Tent Cards, Misc. handouts, Agendas, etc.
• Manage all on-site event assets
• Select menus and ensure all meals are within client compliance policies
• Adhere to program budget guidelines

ON-SITE SUPPORT

• Travel to meeting locations and manage all aspects of on-site logistics

• Manage Attendee Registration/Check In and materials (OnArrival Sign in, Welcome Packs, Name Badges and Tent Cards)
• Make sure all Food and Beverage selections are accurate according to the Agenda and BEO and manage timing
• Manage Meeting Room Setup and Signage
• Manage guest rooms and travel itineraries

POST MEETING: Financial reconciliation of the program to ensure it meets client compliance policies.

• Verify final attendee list and cross reference for accuracy

• Process attendee honoraria payment and out of pocket expenses
• Manage payment of vendor invoices
• Review MedForce onsite team expenses
• Complete the financial reconciliation of programs to tie out all expenses that incurred for the program

Qualifications & Software/Technology:

• 5 years of relevant meeting management experience and industry specific software
• Knowledge of PhRMA code guidelines and Sunshine Act
• Well-developed skills in prioritizing, organizing, decision making, time management, and verbal/written communication
• On-site event coordination & vendor management experience, including third party vendors
• Experience working with hotels, DMCs, and transportation companies
• Microsoft Office Suite – Excel, Word, Power point, Outlook
• Experience in industry specific software such as; Adobe Sign, CVENT, and Virtual Meeting Platforms
• Willingness to work within an environment that includes biohazard materials and complete the required training

Performance Measurements:

• Performance reviews are done annually

Direct Reports

• No direct reports but responsible for overseeing and directing coordinator(s) for pre-meeting assistance, and overseeing a group of meeting managers and coordinators onsite as needed

Education Requirements

•  A bachelor’s degree or equivalent education and/or work experience

Travel Requirements

• Travel required; approximately 35% percent (occasionally on weekends). Could be 1-2 times per month or more depending on program demands and seasonality.
• This is a remote job with the requirement to go into the office in Shrewsbury, NJ when there is a need to print, pack and ship for meetings. 

Benefits

• Healthcare coverage for full-time employees (Medical, Dental, Vision, Short Term/Voluntary Short-Term Disability, Long Term Disability, Flexible Spend Accounts, Life Insurance (1x salary automatically awarded by HCP)/Voluntary Life Insurance
• 401K Plan with employer match
• Generous paid-time off program in addition to 12 company observed Holidays and sick time
• Opportunity to attend professional development trainings and seminars through the company
• Tuition reimbursement for qualifying education expenses

HCP Management Operations, Inc. (dba MedForce, Fallon Medica) is an equal opportunity employer.  HCP Management Operations, Inc. (dba MedForce, Fallon Medica) will provide employment opportunities to all persons without regard to race, color, creed, religion, gender, age, national origin, disability, veteran status, or any other characteristic protected by applicable Federal, State or local laws or regulations.   All personnel actions will adhere to this policy, personnel actions include, but are not limited to, recruitment, selection, hiring, transfers, promotions, terminations, compensation, and benefits.  Further, HCP Management Operations, Inc. (dba MedForce, Fallon Medica) will provide reasonable accommodations for qualified individuals with disabilities.