Overview
The Director of Meeting Planning works across all Shionogi US departments and has direct responsibility and oversight of the Meeting Planning function which includes the execution and management of all Shionogi non-HCP, internal (onsite) and external (off-site) meeting planning activities.
This individual will bring subject matter meeting and event planning expertise to Shionogi US, with responsibilities including both individual management of events as well as management of vendors (when appropriate) to ensure seamless execution of larger events, managing each meeting's budget, and executing each program on-time and within budget while ensuring events, meetings, and activities are compliant. This role requires significant relationship management of internal stakeholders, including interfacing with and supporting C-suite level executives and high-profile customers in appropriate engagements.
This role is considered pivotal to the success of the business by ensuring meaningful meetings are planned and executed flawlessly, thus enabling continuity of the business and encouraging strategic dialogue.
Responsibilities
- Directly oversees and is responsible for the Planning, Management, Execution and Reconciliation of all Shionogi US non-HCP meetings including but not limited to :
National Sales Meetings
Launch MeetingsCorporate Town HallsCorporate EventsExternal Congresses / Conferences and MeetingsC-suite MeetingsMedium to larger on-site and / or hybrid business meetings e.g., trainings / workshops, department / team offsite meetings, Team Building events, etc.Serve as key project lead for Shionogi US; this requires creation of and execution against a strategic plan for each event that includes (not an exhaustive list) :Detailed event documents, including scope and strategy of the event
Venue / location sourcing and scoping, including cost proposalsDetailed budgets with vendors, costs, and expenses outlinedResponsibilities grid outlining choice of vendor(s) and rolesFull meeting agendas including a run of show and detailed schedulesCommunication plan including internal stakeholder touchpoints, attendee management, and overall meeting organizationRooming lists & travel manifestos including ground transportation, air / other travel, etc.Event décor, ambience, banquet event documentation, meeting room and audio-visual equipment requirements, food / beverage requirements, and other pertinent needsGuidance and details of operations of customer events and activitiesResponsible for the establishment / negotiation of all meeting / event contract terms and conditions to minimize risk and costMay provide professional guidance and contract support to additional contracts that do not require meeting planning assistance i.e., hotel / venue contracts for offsite meetingsPrior to each meeting, ensures that a formal meeting planning process and budget is in place and communicated to required stakeholders.Develops, manages and monitors detailed meeting planning budgets, contracts, billing, control documents and financial data reports / analysis in a compliant and timely mannerManages all activities and logistics associated with each meeting, including but not limited to :Managing external vendors, agencies, convention centers / hotels / venues etc.
Attendance management i.e., oversight of meeting planning event portal, CVENT and all meeting requests, registrations and communicationsManages and directs the installation and dismantle crews at off-site meetings and provides on-site support for all off-site meetings to ensure goals are metAudiovisual and presentation managementBudget development and reconciliationProgram evaluations and follow-upServes as the key representative of Shionogi US in the meeting to assist internal clients : Employees, executives, and customers.Support ad-hoc meetings and events and procurement needs e.g., meeting favors and gift items as requiredDotted-line oversight of Administrative Assistant to support the administrative execution of specific Meeting planning tasksMinimum Job Requirements
Qualifications
Bachelor's Degree requiredMinimum of 8-10 years of progressive experience in meeting / event planning in a corporate environment; Experience in pharmaceutical industry meeting managementProven experience overseeing meeting and event management programs, resources, vendors and vendor staff for onsite, remote and hybrid meetingsProven ability to manage span of control and resources for different types and sizes of meetings / events both independently and through a vendorExperience overseeing meeting planning contracts and financial budgeting, expensing and reportingExperience working in a meeting planning portal (i.e., CVENT) and remote meeting platforms (i.e., Webex, Team) highly preferredCompetencies
Excellent project management, organization and time management skills with the ability to simultaneously keep multiple projects priority and moving with multiple stakeholdersFlexibility and ability to successfully navigate and succeed in a rapidly changing, fast-paced, deadline driven environment with multiple prioritiesGrowth mindset with "can do" attitude and high emotional intelligenceAbility to problem-solve and develop solutions for routine day-to-day issuesStrong ability to influence laterally and verticallyAnticipates needs, proactively identifies solutions and makes recommendations to key stakeholdersStrong interpersonal and relationship management skills with the ability to develop effective working relationships with multiple levels of management and across a range of functionsAdvanced verbal and written communication skills, comfortable presenting to stakeholders and Senior LeadershipOther Requirements
Must be willing to work flexible hours including occasionally weekends and eveningsAbility and willingness to travel approximately 30-50% of the yearMust live a commutable distance to our US Corporate Headquarters in Florham Park, NJ. Office presence is required at least 3 days per weekEssential Physical and Mental Requirements
Ability to articulate clearly and conduct verbal presentations with large and small audiences.Ability to travel via automobile and / or airplane.Ability to view video display terminal imagesAbility to operate a computer keyboard and telephone.Ability to sit for extended periods of time – up to four (4) hours at a time.Ability to lift, tug, pull up to fifteen (15) pounds.Disclaimer
The job description is not designed to cover or contain a comprehensive listing of requirements, duties or responsibilities that are required of the employee. Other requirements, duties and responsibilities may change or be assigned at any time with or without notice.
You acknowledge and agree that information described herein may be disclosed to applicable regulatory authorities, alliance partners and / or third-party service providers as necessary for Shionogi to fulfill its obligations under applicable laws, including but not limited to compliance with regulatory inspections and / or audits.
Shionogi Inc. is an equal opportunity / affirmative action employer. All qualified applicants will receive equal consideration for employment opportunities based on valid job requirements without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity, marital status, national origin, age, ancestry, citizenship, disability, genetic information, status as a disabled veteran, a recently separated veteran, Active Duty Wartime or Campaign Badge Veterans, and Armed Forces Service Medal Veterans, or any other characteristic protected by applicable law. It is the policy of Shionogi Inc. to undertake affirmative action in compliance with all federal, state, and local requirements to recruit a diverse pool of applicants and to ensure that our employment practices are, in fact, non-discriminatory.
If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to use or access this website to apply for a vacancy as a result of your disability. You can request accommodations by calling 973-307-3550 or by sending an email to ShionogiHR@shionogi.com.
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