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 xecution, 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 Meetings
  • Corporate Town Halls
  • Corporate Events
  • External Congresses/Conferences and Meetings
  • C-suite Meetings
  • Medium 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 proposals
  • Detailed budgets with vendors, costs, and expenses outlined
  • Responsibilities grid outlining choice of vendor(s) and roles
  • Full meeting agendas including a run of show and detailed schedules
  • Communication plan including internal stakeholder touchpoints, attendee management, and overall meeting organization
  • Rooming 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 needs
  • Guidance and details of operations of customer events and activities
• Responsible for the establishment/negotiation of all meeting/event contract terms and conditions to minimize risk and cost
• May provide professional guidance and contract support to additional contracts that do not require meeting planning assistance i.e., hotel/venue contracts for offsite meetings
• Prior 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 manner
• Manages 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 communications
  • Manages 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 met
  • Audiovisual and presentation management
  • Budget development and reconciliation
  • Program evaluations and follow-up
• Serves 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 required
• Dotted-line oversight of Administrative Assistant to support the administrative execution of specific Meeting planning tasks

Minimum Job Requirements

Qualifications

• Bachelor’s Degree required
• Minimum of 8-10 years of progressive experience in meeting/event planning in a corporate environment; Experience in pharmaceutical industry meeting management
• Proven experience overseeing meeting and event management programs, resources, vendors and vendor staff for onsite, remote and hybrid meetings
• Proven ability to manage span of control and resources for different types and sizes of meetings/event