Meeting Planner I / Contract Specialist

Maritz•East Hanover, NJ

7d•Hybrid

About The Position

The Meeting Event Manager I is the client liaison and project leader for assigned small meetings and ad hoc contract engagements in either face-to-face, digital, or hybrid formats. This role has a strong emphasis on HCP contracting and client management. This individual will manage the overall coordination, planning, and execution of programs and are responsible for planning and logistics while providing unparalleled levels of customer service and stakeholder management.

Requirements

Bachelor degree or equivalent experience required.
2-4 years of experience in event or meeting management including budget maintenance and HCP or Pharma experience desired.
Prior experience in developing and maintaining key client and supplier relationships desired.
Excellent computer skills, knowledge of Microsoft Office tools and Cvent & ability to learn new technology quickly.
Prior experience in effectively handling multiple projects/demands.
Ability to travel approximately 30% (approximately once per quarter)
Ability to co-locate on client’s campus 2 days/week in East Hanover, NJ if hybrid.

Nice To Haves

HCP or Pharma experience desired.
Prior experience in developing and maintaining key client and supplier relationships desired.

Responsibilities

Initiates and executes supply agreements & contract creation process through use of the Contract Lifecycle Management System (CLMS).
Minimizes exposure to contractual risks in external relationships.
Provides regular status updates to management and escalates unresolved issues for resolution.
Manages overall project timeline and deliverables including client expectations, business objectives, and people impressions.
Coordinates food and beverage, transportation, hotels, air, and staffing as needed.
Responsible for understanding and communicating established Health Care Professional (HCP) Meeting guidelines to the meeting stakeholder, as well as to the HCP.
Day-to-day client contact and works closely with client to ensure objectives are executed.
Maintains proactive, positive, open line of communication with client to ensure understanding of expectations and client satisfaction.
Responsible for capturing and updating business management systems with accurate financial information as needed.
Manages overall program budget, reviews and audits all program related billing for accuracy.
Tracks and reports expenses to clients and communicates changes to them on a consistent basis.
May initiate and reconcile supplier payments.
Utilizes business program/event management systems to manage project from intake through final bill completion.
Creates SOWs, budgets, and maintains client and business proprietary systems.
Works with accounting to complete final bill, reviews final billing prior to final invoicing to client.
Maintains accurate records, system input, and complete file management as outlined in applicable policies and procedures.
Works on special projects as assigned.