Meetings Manager Events & Conventions

• Work collaboratively with customers and internal teams to successfully execute programs according to approvedscope of work.
• Manage workflow of assigned meetings and conventions includingbut not limited tothe below tasks:
• Secure hotel rooms & manage contracted room blocks.
• Source negotiate and secure compliant meeting and event space.
• Continuously track program cost against approved budget and proactively identify variances or scope changes to customers.
• Work with client and internal teams to identify and secure any requiredaudiovisualequipment and staging needs.
• Track program attendance as required using company or client preferredregistrationsystem.
• Send out client and customer confirmations which provide complete logistical information.
• Work with travel agency to coordinate itineraries for client and faculty attendees.
• Coordinate and track all shipments of meeting and convention materials.
• Lead onsite logistics including staff briefings 3rdparty pre-cons and post program activities to ensure seamless execution.
• Capture client-specific feedbackand preferencespost-program to be incorporated in future projects with the client.
• Work with in-house IT team to develop and manage program-specific technologies.
• Accurately reconcile program budget post-program in accordance with customers required timeline ensure all invoices are accurate and payments are processed accordingly.
• Ensure delivery of all events in accordance with regulatory and client-defined compliance guidelines both pre- and post-event
• Provide event status reports regularly to the internal account and operations teams and participate in weekly account status meetings
• Build rapport with healthcare professionals and clients through clear thorough communications.
• Interact with clients and healthcare professionals on-site at meetings/conventions to develop strong working relationships that foster trust and provide opportunity for organic growth of the account.

• Minimum of 5 years experience independently managing pharmaceutical meetings such as advisory boards speaker training meetings national sales/POA meetings and/or convention activities.
• Bachelors degree required; specialization in meetings conventions hospitality or tourism preferred.
• CMP or other meeting planning coursework/certification preferred.
• Proven experience managing hotel DMC and restaurant contract negotiations convention roomblocks group and individual transportation and A/V equipment lighting and staging.
• Excellent oral and written communication skills; great attention to detail with absolute commitment to quality.
• Strong organization and time management skills working to often challenging and changing deadlines.
• Proven experience in the bio-technology and pharmaceutical industry and all factors that affect meeting management with in this market.
• Strong budget management skills (planning forecasting and budgeting).
• Proficient in MS Office Software especially Excel and PPT.
• Proficient with meeting technology such as Cvent.
• Ability to drive processes and be flexible to meet various requests.
• Ability to work independently in a fast-paced environment; self-motivated.
• Ability to participate and interact efficiently on a team.

• Position is full time based in the Pearl River NY office.
• Position requires regular evening and weekend work as well as a travel to scheduled meetings and conventions (40-50%).

Required Experience:

Manager