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The Meeting Event Manager is the client liaison and project leader for assigned face to face, digital or hybrid programs which will have a strong focus on HCP attended meetings such as Advisory Boards, Investigator Meetings, and Ad Hoc HCP Contracting.

This individual manages overall coordination, planning, and execution of the program from an operational perspective. This individual will be 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.

Please Note: This is a hybrid role located out of East Hanover, NJ that will be required to be onsite Tuesday's & Thursday's (2 days per week).

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, 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, and staffing. Manage client liabilities throughout project and on-site. 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 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.

 

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 

• Bachelor’s degree or equivalent experience required.

• 2+ years of experience in Pharmaceutical meeting/event planning (HCP attended meetings).

• Ability to travel up to 30% and sit on the client’s campus in East Hanover, NJ (Tuesday & Thursday).

• Strong knowledge of program/event design, management, and budget maintenance. Exposure to project planning/fore