We anticipate the application window for this opening will close on - 28 Aug 2025

 

At Medtronic you can begin a life-long career of exploration and innovation, while helping champion healthcare access and equity for all. You’ll lead with purpose, breaking down barriers to innovation in a more connected, compassionate world.

A Day in the Life

To provide logistical and operational support for Human Factors (HF) validation studies and other R&D activities. This role is critical for ensuring smooth execution of events, including site logistics, contracting, payments, and resource coordination across multiple project

At Medtronic, we bring bold ideas forward with speed and decisiveness to put patients first in everything we do. In-person exchanges are invaluable to our work. We’re working a minimum of 4 days a week onsite as part of our commitment to fostering a culture of professional growth and cross-functional collaboration as we work together to engineer the extraordinary.  ​

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You Will:

• Be 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:

• High School Diploma or equivalent with 8+ years of relevant experience in meeting or event planning or equivalent experience

• Or an Associate's Degree with 6+ years experience

• Or a Baccalaureate Degree with 4+ years experience

Nice to 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 with Sunshine Laws

• Experience working with global regions, di