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Job Details

The Senior Manager, Executive Events is responsible for coordinating and managing all aspects of events and meetings in support of our company governance including our Board of Directors, Executive Leadership Team, Executive Operating Team and select internal company meetings. This role involves establishing and maintaining relationships with Office of the CEO, the Strategic Meetings Management team, legal and compliance teams, creative and marketing teams, third-party suppliers, and various other internal departments to ensure the successful execution of programs at Cencora’s Conshohocken, PA HQ and offsite visits and events both locally and globally.

Responsibilities 

• Outlines event logistics deliverables for assigned program/event.  Completes overall project timeline and budget; and facilitates prompt and accurate handling of all logistical details. 

• Manages and negotiates items such as supplier relationships, audio-visual, general service contracting, hotel, destination management company (DMC), air and all third-party contracts.

• Monitors attrition dates, cancellation policies and ensures contracted services are executed on time and on budget.

• Coordinates and attends site inspections. 

• Communicates agenda, registration and transportation needs as necessary. 

• Facilitates working sessions with business and vendor stakeholders. 

• Gives clear direction to project team about needs, expectations, business rules and objectives. 

• Manages overall project financials including expenses, budget, participates in financial reviews, and communicates changes to stakeholders.

• Responsible for program and/or supplier expense forecasting and updating business management systems with financial information. 

• Manages supplier products and services by negotiating pricing, contract terms and service offerings through RFP, bid analysis and recommendations.

• Responsible for tracking and reporting changes.  Initiates supplier payments, as needed. 

• Manages positive net funding on assigned programs.

• Works with accounting to reconcile final expenses. 

• Communicates stakeholders’ needs and monitors supplier service delivery.

• Reviews final billing prior to final expense reconciliation and payment. 

• Manages assigned programs/events to meet planned budgets and exceed cost savings targets. 

• Works closely with internal teams to ensure event logistics are executed. 

• Maintains proactive, positive, open line of communication between event working team. 

• Oversees project teams during the development, production, and quality assurance of deliverables in event management area. 

• Authors and maintains standard process and event specifications documentation for the project team. 

• Updates and manages the timeline of deliverables for the project and monitors the project status. 

• Conducts regularly scheduled status meetings from pre-planning through program operation, and ongoing programs, with stakeholders. 

• Acts as team leader, communicates program requirements to team. 

• Provides onsite leadership and support to executives and suppliers, and facilities to ensure all functions or programs occur as planned while monitoring service levels.

• Anticipates and resolves challenges onsite.

• Manages and directs other team members when serving as the lead. Helps manage or limit liabilities.

• Acts as the main event contact point regarding operational issues, escalations, concerns and responses. 

• Works with third party suppliers to arrange services provided by them. 

• Manages VIP special requests and oversees VIP logistics, working closely with their administrative assistants. 

• Provides expertise with regards to destination, hotel and event-related