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A Day in the Life

We are looking for a Principal Strategic Meeting Planner to join the Physician Relations function in our Surgical Organization.  This role will  lead event management and logistics for KOL engagements, ensuring compliance and strategic alignment across our business.  They will be responsible for managing budgets, vendor services, and attendee experiences while analyzing event metrics.  In addition they will develop and manage engagement processes to facilitate effective connections with surgeons and stakeholders.  Our ideal candidate is an experienced, detail-oriented professional with a strategic mindset and a passion for creating impactful meeting experiences.

This role is open to remote within the United States and involves approximately 20% travel which may include weekends, as well as the flexibility to work non-standard hours as needed to accommodate a global organization.

Responsibilities include but are not limited to:

• Responsible for all event management, logistics for KOL engagements, meeting compliance and BCS policy adherence for the Surgical Physician Relations function
• Responsible for all event management, logistics for KOL engagements, meeting compliance and BCS policy adherence
• Dedicated resource responsible for managing the HCP contracting process and submitting honoraria payments to KOLs
• Administers, extends, negotiates and terminates standard and nonstandard contracts (master service agreements, consulting work orders, training and education work orders, affiliate work orders), and facility agreements
• Conducts proposal preparation, contract negotiation, contract administration, and customer contact activities to provide for proper contract fulfillment and associated payments in accordance with company policies, legal requirements, and customer specifications.
• Processes payments and reimbursement forms from healthcare professional events through proper system (eCATS, PCI) to ensure accuracy and completeness
• Manages project brief for team, ensuring engagement request forms are submitted for each contractual requirement
• Advises management of contractual rights and obligations; compiles and analyzes data and maintains historical information
• In compliance with Medtronic policies and relevant regulations, plans and organizes internal and external business-related meetings, symposiums, conferences and program events by working with meeting stakeholders to align and execute against strategic direction (e.g., meeting objectives, desired outcomes, intended audience, content coordination, creative and innovative engagement techniques).
• Addresses all aspects of budget and billing, including development of and tracking against budgets, identification and capture of cost savings/cost avoidance efforts, reconciling master bill, coordinating payment to vendors, and managing meeting expenses.
• Investigates, sources, negotiates, and coordinates hotel and ancillary meeting services (includes contractors, vendors, onsite staff) while managing logistics of program functions, including but not limited to space set-up, food and beverage, arrangement of air and ground transportation, passport and VISA clearances.
• Selects, books and coordinates AV / Production and Auxiliary Technical Services (e.g., mobile applications, augmented/virtual reality applications, audience response systems, polling/surveys) to ensure successful execution and evaluation of meetings.
• Facilitates attendee experience through registration site design, event promotion and communications, and attendee management to support needs related to meeting attendance (e.g., accommodation requests, RSVPs for sessions, travel manifests).
• Generates, analyzes and communicates event level and cross-event reporting against identified key meeting metrics and value-proposition indicators, as needed.

Must Have: Minimum Requirements

• Bachelor’s degree required
• Minimum of 7 years of relevant experience with a Bachelor’s degree or 5 years of relevant experience with an advanced degree

Nice to Have

• Must have substantial experience in meeting planning with a large, matrixed organization
• Experience as a Medtronic Meeting Planner is highly preferred
• Ability to create processes and SOPs, proven experience in developing new systems, ways of work and programs
• Experience managing budgets
• Customer facing experience
• Exposure to contracting and payments
• Experience working wit