Meetings Manager - Events & Conventions

Evolution Health Group, LLC; Pearl River (NY); Hybrid; USD 90,000 - 120,000; Full time

Benefits offered by this job

Hybrid work arrangement

Office snacks and amenities

Job summary

Evolution Health Group, LLC in Pearl River, NY is seeking a Meetings Manager/Sr. Meetings Manager to provide end-to-end logistical support for pharmaceutical meetings and events.

The role requires coordinating advisory boards, speaker training, symposiums and related activities with a strong client-service orientation and budget discipline. The ideal candidate has 5+ years managing pharmaceutical meetings, a Bachelor's degree, and proficiency with Cvent and MS Office.

Qualifications

• Minimum 5 years' independent pharmaceutical meetings management.
• Bachelor's degree; CMP certification preferred.
• Experience negotiating hotel, DMC, restaurant contracts.
• Excellent written and oral communication; high attention to detail.
• Strong budgeting and scheduling under tight deadlines.

Responsibilities

• Coordinate and manage end-to-end pharmaceutical meetings and events.
• Source and negotiate meeting venues and AV needs.
• Track budgets and ensure on-time, on-budget delivery.
• Lead onsite logistics and staffing at events.
• Collaborate with clients and internal teams for program success.

Skills

Project management

Communication

Budget management

Team collaboration

Attention to detail

Education

Bachelor's degree

CMP certification (preferred)

Tools

Cvent

MS Office

Excel

Job description

Evolution Health Group is a full-service, integrated healthcare communications agency which has broad strategic capabilities and consists of 4 main divisions, Evolution Medical Communications (experts in promotional medical education; including P2P engagement strategy from pre-launch to LOE), Maestro360 (experts in program execution of meetings, events and conventions), blulava (experts with respect to optimizing the customer engagement experience) and Darwin Academy (dedicated to providing novel, interactive peer to peer education).

We have been evolving (no pun intended) and growing for 20 years. We pride ourselves on inspiring clients and working with transformative therapies. We are proud of our diverse culture that inspires great work. EHG offers comprehensive benefits, cutting edge technology, snacks, an office center with many amenities, social action opportunities and discount programs. Evolve with us (pun intended) and take the next step to boost your career.

Job Title: Meetings Manager/Sr. Meetings Manager

Reports to: Director, Meetings & Events

Job Purpose:

The Meetings Manager/Sr. Meetings Manager will provide end to end logistical support for pharmaceutical meetings and events, to include but not limited to advisory boards, speaker training, symposiums, product theaters, sales training, and KOL executive encounters. The right candidate must be client-service oriented, possess strong communication skills, and have the ability to take initiative. They work directly with customers and internal teams to source, secure and deliver logistical arrangements, including onsite management on-time and on-budget.

Primary Duties and Responsibilities:

• Work collaboratively with customers and internal teams to successfully execute programs according to approved scope of work.
• Manage workflow of assigned meetings and conventions, including but not limited to the below tasks:
• 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 required audiovisual equipment and staging needs.
• Track program attendance as required using company or client preferred registration system.
• 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, 3rd party pre-cons, and post program activities to ensure seamless execution.
• Capture client-specific feedback and preferences post-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.

Qualifications:

• Minimum of 5 years' experience independently managing pharmaceutical meetings, such as advisory boards, speaker training meetings, national sales/POA meetings, and/or convention activities.
• Bachelor's 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 room blocks, 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. (Hybrid)
• Position requires regular evening and weekend work, as well as a travel to scheduled meetings and conventions (40-50%).