Meetings Manager - Events & Conventions

Evolution Health Group•Pearl River, NY

8h•Onsite

About The Position

Evolution Health Group is a full-service, integrated healthcare communications agency with broad strategic capabilities, comprising four main divisions: Evolution Medical Communications (experts in promotional medical education), Maestro360 (experts in program execution of meetings, events, and conventions), blulava (experts in optimizing customer engagement experience), and Darwin Academy (dedicated to providing novel, interactive peer-to-peer education). The agency has been in operation for 20 years, prides itself on inspiring clients and working with transformative therapies, and fosters a 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. This role is an opportunity to evolve and boost one's career.

Requirements

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.
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.

Nice To Haves

CMP or other meeting planning coursework/certification preferred.

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 securing hotel rooms & managing 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 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.