Meetings Manager

Drug Information Association Inc; Washington (District of Columbia); Híbrido; USD 85.000 - 110.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Incentive bonus

HSA benefits

401(k) match

PTO grows with tenure

Holidays & Wellness Days

Hybrid work schedule (on-site Tue–Thu)

Descripción de la vacante

DIA, a global healthcare association, seeks a Meetings Manager to lead planning, development, and execution of DIA Specialty Meetings across pharma, biotech, medical device, government, service provider, and academic sectors. You will oversee complex programs, ensuring budget, quality, and attendee experience goals are met.

You will collaborate with cross-functional teams to deliver engaging educational experiences using traditional and innovative formats, with potential support for the Global

Formación

• Bachelor's degree in Hospitality, Event Management, or related field.
• Minimum of 5 years of professional experience, with at least 3 years in meeting or event management.
• Certified Meeting Professional (CMP) certification preferred.
• Ability to travel domestically and internationally (Canada and Latin America) approximately 4-7 times per year.
• Proficiency in Spanish strongly preferred; proficiency in additional languages is a plus.
• Experience within pharmaceutical, medical education, healthcare, or association environments preferred.
• Experience managing complex, multi-stakeholder meetings with budget accountability.
• Experience with Association Management Systems (AMS), including Personify (preferred), and other event-related platforms.

Responsabilidades

• Develop and manage detailed project plans for assigned meetings to ensure timely and successful delivery; experience with Asana or similar project management tools is preferred.
• Partner with the Associate Director to develop and manage meeting budgets; monitor financial performance and proactively address or elevate risks, variances, or issues.
• Track registration and exhibit revenue against targets and ensure accurate documentation of all program expenses.
• Collaborate with Science colleagues to determine meeting dates, locations, and delivery formats.
• Review executed venue contracts and manage all aspects of event planning and execution.
• Lead pre-conference planning meetings, including specification development, BEO reviews, and diagram/layout proofing.
• Manage venue staff, vendor services, and onsite operations.
• Oversee all event logistics, including participant communications and materials, badge production, audiovisual support, and food and beverage functions.
• Lead onsite meeting execution and post-meeting debriefs and close-out activities.
• Host content previews, Short Courses, and Primer programs using Zoom Webinar, demonstrating proficiency with the platform.
• Oversee Calls for Abstracts, Calls for Topics, and poster submission processes, as applicable.
• Partner with volunteer Program Committees and assigned Science colleagues to develop educational content across all meeting products.
• Lead planning calls, manage agendas, document decisions, and track follow-up actions.
• Coordinate with Marketing to develop promotional messaging and materials.
• Lead interactions with subject matter experts, including volunteers, instructors, speakers, track chairs, and program committee members.
• Manage all aspects of speaker participation, including invitations, disclosures, biographies, photos, presentation collection, and reimbursement processing.
• Collaborate with the Manager, Continuing Education to ensure agendas and presentations meet compliance requirements.
• Maintain knowledge of exhibits and collaborate with the Exhibits Manager on floor plans, sales offerings, and exhibitor logistics.
• Develop and maintain a comprehensive meeting master document to support web content, final programs, and marketing assets.
• Support the DIA Global Annual Meeting, including onsite operations, as needed.
• Contribute to special projects and perform other related duties as assigned.

Conocimientos

Meeting management

Budget management

Vendor management

Spanish language proficiency

Travel coordination

Educación

Bachelor's degree

Herramientas

Asana

Personify AMS

Descripción del empleo

DIA is a global healthcare association that mobilizes life science professionals from across all areas of expertise to engage with patients, peers, and thought leaders in a neutral environment on the issues of today and the possibilities of tomorrow. We envision a world where powerful health interventions and health-management tools are rapidly discovered, developed, approved, and made accessible to all.

It is an exciting time to join DIA as we lead the life sciences industry into the future of truly global and digitally enabled knowledge sharing and creation. By joining DIA, you join our mission to drive better health solutions for patients and stay at the forefront of the healthcare revolution. Candidates must live within commuting distance of the DIA Fort Washington, PA office.

We are seeking a Meetings Manager to lead the strategic planning, development, and execution of assigned DIA Specialty Meetings serving members and customers across the pharmaceutical, biotechnology, medical device, government, service provider, and academic sectors. This role oversees complex, high-profile meetings and is accountable for delivering programs that meet or exceed budget, quality, and attendee experience goals.

The Meetings Manager collaborates cross-functionally with Science, Marketing, Finance, Exhibits, and external stakeholders to deliver best-class educational experiences using both traditional and innovative learning formats. This role may also support the DIA Global Annual Meeting as needed.

Join us in our important mission to drive healthcare innovation and raise the level of health and well-being worldwide! As the Meetings Manager you will:

• Develop and manage detailed project plans for assigned meetings to ensure timely and successful delivery; experience with Asana or similar project management tools is preferred.
• Partner with the Associate Director to develop and manage meeting budgets; monitor financial performance and proactively address or elevate risks, variances, or issues.
• Track registration and exhibit revenue against targets and ensure accurate documentation of all program expenses.

Meeting Planning & Operations

• Collaborate with Science colleagues to determine meeting dates, locations, and delivery formats.
• Review executed venue contracts and manage all aspects of event planning and execution.
• Lead pre-conference planning meetings, including specification development, BEO reviews, and diagram/layout proofing.
• Manage venue staff, vendor services, and onsite operations.
• Oversee all event logistics, including participant communications and materials, badge production, audiovisual support, and food and beverage functions.
• Lead onsite meeting execution and post-meeting debriefs and close-out activities.
• Host content previews, Short Courses, and Primer programs using Zoom Webinar, demonstrating proficiency with the platform

Program & Content Management

• Oversee Calls for Abstracts, Calls for Topics, and poster submission processes, as applicable.
• Partner with volunteer Program Committees and assigned Science colleagues to develop educational content across all meeting products.
• Lead planning calls, manage agendas, document decisions, and track follow-up actions.
• Coordinate with Marketing to develop promotional messaging and materials.
• Lead interactions with subject matter experts, including volunteers, instructors, speakers, track chairs, and program committee members.
• Manage all aspects of speaker participation, including invitations, disclosures, biographies, photos, presentation collection, and reimbursement processing.
• Collaborate with the Manager, Continuing Education to ensure agendas and presentations meet compliance requirements.
• Maintain knowledge of exhibits and collaborate with the Exhibits Manager on floor plans, sales offerings, and exhibitor logistics.
• Develop and maintain a comprehensive meeting master document to support web content, final programs, and marketing assets.

Additional Responsibilities

• Support the DIA Global Annual Meeting, including onsite operations, as needed.
• Contribute to special projects and perform other related duties as assigned.

To join us you should have:

• Bachelor's degree required; Hospitality, Event Management, or related field preferred.
• Minimum of 5 years of professional experience, with at least 3 years of that experience in meeting or event management.
• Certified Meeting Professional (CMP) certification preferred.
• Ability to travel domestically and internationally (Canada and Latin America) approximately 4-7 times per year.
• Proficiency in Spanish is strongly preferred; proficiency in additional languages is a plus.
• Experience within pharmaceutical, medical education, healthcare, or association environments preferred.
• Experience managing complex, multi-stakeholder meetings with budget accountability.
• Experience with Association Management Systems (AMS), including Personify (preferred), and other event-related platforms.

DIA offers an excellent total rewards package and perks including:

• Competitive compensation including incentive bonus
• Robust benefits with employer HSA contribution
• Employer 401(k) match
• Generous PTO plan - goes up each year
• 8 Holidays and 3 Floating Holidays
• 3 Wellness Days
• Flexible hours and hybrid work environment (on-site Tuesday, Wednesday, and Thursday)
• Paid parental leave

DIA is committed to creating a diverse and inclusive environment and is proud to be an equal opportunity employer. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or other applicable legally protected characteristics.