Meetings Specialist

Parexel; New Jersey; Remote; USD 90,000 - 130,000; Full time

Benefits offered by this job

Annual bonus

Competitive salary

Job summary

Parexel is seeking a Meeting Specialist to join our Meeting Services team. This home-based role supports planning, managing and delivering international meetings from start to post-event, with focus on quality and on-time delivery.

You will work with a collaborative team, manage delegate travel, venues, and client communications, and contribute to end-to-end project success in a fast-paced, regulated pharmaceutical environment.

Qualifications

• 3+ years of experience managing pharmaceutical events.
• Experience with Cvent is a plus.
• Ability to manage projects end-to-end with minimal supervision.

Responsibilities

• Lead all aspects of project deliverables in Meeting Services.
• Oversee organizer travel and attendance at international meetings.
• Coordinate with clients and suppliers to ensure on-time, on-budget delivery.
• Provide quality control to ensure compliance with pharmaceutical guidelines.
• Manage on-site delivery of meetings and post-event reporting.

Skills

Pharma meetings

Cvent

Client management

Budgeting

Virtual platforms

SOP compliance

Teamwork

Communication skills

Tools

Cvent platform

Job description

Home Based (preferable to be located in Northeast or Central Time Zone)

Event / Specialist, Meeting Services

We are looking for a Meeting Specialist to join our talented and supportive team of 50+ delivering high-quality international events. This role encompasses the planning, managing, and delivery from start to post-event.

We are looking for someone who has a 'let's do this' approach. There's no clock watching or micro-managing, you are trusted to deliver incredible experiences for your clients as you look after projects end-to-end working with a team of likeminded individuals. Qualities such as being highly self-motivated, driven, and professional should be natural for you.

This is full-time opportunity to extend with great benefits including a competitive salary with an annual bonus. 3+ years' experience managing pharmaceutical events is required. Experience with Cvent is a plus.

Job Purpose:

To lead all aspects of project deliverables in the Meeting Services team, while meeting quality standards on time and on budget.

Key Accountabilities:

Specialized knowledge

• In depth understanding of the department's service offerings and processes
• Works with minimal supervision in a team environment to ensure the timely and accurate performance of work within project scope and objectives
• Participates in project planning meetings (internal and with client)
• Keeps current on knowledge within the industry in respect of SOPs, HCP compliance, and suppliers
• Knowledge of quality worldwide meeting venues
• Working knowledge of virtual meeting management and platforms
• Experience working with Cvent platform
• Pharma/Biotech meeting planning experience.

Client relationship management

• Proactively manages Client expectations and ensures delivery against them
• Assertive in managing changes in project scope
• As applicable, attends Client meetings and telecons to discuss operational issues
• Ensures Client receives appropriate status update reports
• Proactively identifies complex technical and process issues
• Proactively assesses project needs and develops processes and solutions to address issues before they become significant problems
• Ensures that the delivery of high quality, well executed projects result in clients expressing satisfaction with the service provided and may result in additional business referrals
• Alert to opportunities for follow on business or changes in project scope and engages appropriate management
• Maintains confidentiality of information

Project execution and success

• Liaises closely with colleagues at all levels to discuss issues and resolve conflicts that may arise when managing a project
• Demonstrates the ability to complete assigned tasks, meet project deadlines and achieve objectives
• Proactively seeks opportunities to improve project efficiency, results, or team performance
• Oversee organization of delegate travel and attendance at international meetings and congresses
• Uses knowledge, experience, and expertise to recommend suitable venues and project solutions
• Conduct site visits to further influence the success of the meeting
• Works within internal/external SOPs and guidelines
• Provides expert quality control in respect of compliance to pharmaceutical industry guidelines
• Manages the on-site delivery of meetings
• Ensure communication with suppliers is clear and up to date
• Provides guidance to project team members in technical or process areas

Finance management

• Ensures detailed project scoping information is obtained for every project
• Ensures budget accuracy
• Conducts budget revisions and reconciliations, recording changes in scope
• Reviews profitability analysis
• Ensures deposits and invoices are paid in a timely manner according to internal processes
• Manages financial compliance procedures applicable to the delivery team
• Monitors reconciliation timelines to ensure that agreed Client deadlines are met
• Completes timesheets on time
• Completes/approves project related expense claims

Metrics for success

• Utilization/billability target
• Contribution to achievement of project, team, and departmental specific goals
• Working within budgeted hours, monitor and communicate CIS's to Manager

Competencies

• Client Focus
• Integrity and Ethics
• Teamwork and Collaboration
• Results Orientation
• Business Analysis
• Interpersonal Communication
• Networking
• Solving Business Problems

Skills:

• Proven experience in a pharmaceutical meetings environment
• Demonstrated ability to successfully manage meetings on time with high quality
• Technical expertise
• Client focused approach to work
• Ability to interact professionally within a client organization
• Strong problem-solving skills
• Willingness to work in a matrix environment and to value the importance of teamwork
• Excellent interpersonal, verbal, and written communication s