Manager, Meetings & Events
 

Position Overview

MedForce, an IQVIA business, provides best-in-class medical communication services to help life sciences companies connect with HCPs – and improve lives. Our services span the entire product life cycle for our clients in the pharmaceutical and medical device industry. We are currently seeking a Manager of Meetings & Events to join our remote team.

The Manager, Meetings & Events is responsible for the logistical execution of pharmaceutical programs and will work directly with the Account Team on developing and executing strategic marketing and medical educational/training programs for our clients. The individual in this position must be detail oriented, show a high level of professionalism and customer service, with an attitude of ownership for program success and client satisfaction.

This position will report to the Director of Meetings & Events, and will work with the Account team to help build and execute the logistical aspects of the programs from start to finish. Strong knowledge and experience planning and managing on-site meetings/programs, managing vendors, booking venues and travel, communicating with healthcare professionals, and managing and reconciling budgets within the pharmaceutical industry is essential for this position.
 

Primary Responsibilities:

Manage all logistical aspects of full-service pharmaceutical medical education programs and conference related events from inception to completion, through reconciliation while ensuring logistical compliance.

PRE-MEETING

• Plan different types of pharmaceutical medical educational programs including:
  • Large scale programs such as Speaker Trainings, Product Theatres, Symposiums, Customer Receptions/Dinners
  • Small to mid-size programs such as Advisory Boards, KOL/HCP Engagements, local trainings
  • 1:1 Consulting Meetings and HCP meals at large medical conventions
• Work with client Account Contact on brand management to coordinate delivery of branded materials and signage

• Source Venues: Research and Negotiate hotel venues, meeting space and guest rooms
• Source Vendors (work with Account Director): Hire and manage third-party vendors such as AV, display, equipment rental, décor companies, etc.
• Collaborate with IT/ web developers to customize registration websites & electronic communication
• HCP and Client Communications:  
  • Drafts and send approved Save the Date/Invites and Confirmations in collaboration with internal and external stakeholders
  • Manage Registration via event registration platforms (ie CVENT or proprietary platform)
  • Manage execution of applicable Consultant Agreements and follow up for fully executed CAs, as well as HCP W9 forms for payment processing
  • Arrange Travel for HCPs: Air, ground transportation and hotel rooms

• Merge, Print and Deliver on-site materials: Welcome Packs, Name Badges, Tent Cards, Misc. handouts, Agendas, etc.
• Manage all on-site event assets
• Select menus and ensure all meals are within client compliance policies
• Adhere to program budget guidelines

ON-SITE SUPPORT

• Travel to meeting locations and manage all aspects of on-site logistics

• Manage Attendee Registration/Check In and materials (OnArrival Sign in, Welcome Packs, Name Badges and Tent Cards)
• Make sure all Food and Beverage selections are accurate according to the Agenda and BEO and manage timing
• Manage Meeting Room Setup and Signage
• Manage guest rooms and travel itineraries

POST MEETING:

• Financial reconciliation of the program to ensure it meets client compliance policies.
• Verify final attendee list and cross reference for accuracy

• Process attendee honoraria payment and out of pocket expenses
• Manage payment of vendor invoices
• Review MedForce onsite team expenses
• Complete the financial reconciliation of programs to tie out all expenses that incurred for the program

Qualifications & Software/Technology

• Bachelor’s degree or equivalent combination of education and/or work experience required.
• 5+ years of relevant meeting management experience and industry specific software
• Knowledge of PhRMA code guidelines and Sunshine Act
• Well-developed skills in prioritizing, organizing, decision making, time management, and verbal/written communication
• On-site event coordination & vendor management experience, including third party vendors
• Experience working with hotels, DMCs, and transportation companies
• Microsoft Office Suite – Excel, Word, Power point, Outlook
• Experie