Meetings Specialist

Meetings Specialist PRI

PRI is hiring a talented Meetings Specialist to join our growing team. We have offices based in NYC and Paramus NJ and offer a flexible hybrid work schedule.

Job Overview

We are seeking an experienced and highly organized Meetings Specialist to oversee the comprehensive planning execution and logistical management of a variety of live and virtual meetings conferences and events. This role requires expertise in vendor negotiation budget management compliance adherence and managing all on-site logistics to ensure an exceptional attendee experience while working effectively under deadline pressure.

Responsibilities

Planning and execution of meetings and conferences. Including but not limited to the following:

Logistics Management

• Responsible for all meeting logistics vendor contract negotiation development and reconciliation of comprehensive budget inclusive of all logistics expenses and complete oversight of all meeting logistical components

• Manage vendor relationships and communication involving site selection contract negotiations on-site logistics execution fiscal management.

• Knowledgeable and adept to work in event management systems specifically CVENT

• Communication with attendees regarding all aspects of the conferences and events

• Work with Creative Services in preparing branding plan for the event utilizing venue floor plans including development of all on-site signage

• Active management of contracted venue room blocks

• Navigate and troubleshoot issues that arise in the planning process of events as well as crisis management on-site

• Managing a timeline and project manage expectations of stakeholders

• Develop detailed roles and responsibilities document for each conference and conducted pre-conference briefing and onsite precons with the ground team

• Travels onsite to lead team in overall management of all logistical phases of scheduled events including ancillary activities set up move in tear down and move out

• Adhere to ACCME OIG PhRMA Open Payments Act EFPIA and other relevant guidelines and restrictions concerning compliance and Pharmaceutical companies and any other client specific guidelines

Conference Coordination

• Direct correspondence with national and regional conferences to secure booth space and other conference-related logistics

• Manage cross-functional team attendance at conferences

• Coordinate booth setup print materials lead capture and post-event follow-up
  
  

Qualifications

• Bachelors degree in a related field or equivalent work experience
  

• Ability to manage a variety of live and virtual event programs

• Experienced in all aspects of meeting logistics planning including contracting venue/logistics management transportation audio visual food & beverage shipping and on-site execution management

• Hyper-focused on the attendee experience and related outcomes

• Organized creative and efficient

• Strong customer service orientation and ability to act diplomatically

• Excellent oral and written communication skills

• Proven ability to work under deadline pressure both independently and as part of a team

• Strict attention to detail

• Ability to travel (primarily domestically) up to 25% of the time

About PRI:

As the US-based medical communications division of Haymarket Media PRI develops highly customized products for our pharmaceutical clients. The overarching goal is to develop impactful programs that elevate disease awareness and build brand affinity through scientifically-rigorous integrated marketing solutions. Our matrix client teams work tirelessly to ensure that our clientcentric solutions take full advantage of our scientific and clinical knowledge key opinion leader relationships industry intelligence marketing expertise creative and digital innovation advanced data analytics exceptional program management and expansive print/web/mobile distribution channels through our premier network of affiliated Haymarket Media medical brands.

About Haymarket:

Haymarket has its heart and soul in publishing and media. Since the company was founded half a century ago Haymarket has always prided itself on being a highly creative business with an unrelenting focus on the quality of the products and the people. The philosophy has always been quite simple: only by having the highest quality individuals can you produce the highest quality products combining the best in content design production and customer services. Globalization is opening up the world further and provides many opportunities for growth. Haymarket has offices around the world and many of the titles are now truly global brands. Haymarket serves a broad spread of business markets from marketing to medicine to technology along with exhibitions and live events. Predicting the shape of the business in 3 5 or 10 years is almost impossible; and the unpredictability is part of the appeal. Haymarket aims to be the perfect company to work with or for we have the processes and attitude that ensure quality and consistency and an entrepreneurial spirit that makes every day rewarding. As a Certified B Corporation were proud to be part of a community of companies working together for change and taking part in collective action to advocate for a shared goal of a global economy that benefits people and the planet.

An equal opportunity employer Haymarket Media does not discriminate in hiring or terms and conditions of employment because of an individuals race color religion gender gender identity national origin citizenship age disability sexual orientation marital status or any other protected category recognized by state federal or local laws.

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