Meetings Specialist

Parexel•Hackensack, NJ

3d•$85,000 - $95,000•Remote

About The Position

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.

Requirements

3+ years’ experience managing pharmaceutical events.
Proven experience in a pharmaceutical meetings environment.
Demonstrated ability to successfully manage meetings on time with high quality.
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 skills.
Sound understanding of IT packages such as Word, Excel, and PowerPoint.
Logical mind, shows a clear thought process before acting.
Ability to manage multiple and varied tasks with enthusiasm and prioritize workload with attention to detail.
Excellent knowledge of online registration software.
Good knowledge of audiovisual equipment.
A flexible attitude with respect to work assignments and new learning.
Relevant experience in conference and event supporting pharmaceutical organizations; Sales Launches, Investigator Meetings, Congress Meetings Organization, Incentives, and Advisory Boards.
Equivalent experience organizing meetings within a similar industry and/or role is required.

Nice To Haves

Experience with Cvent is a plus.
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.
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.

Responsibilities

Lead all aspects of project deliverables in the Meeting Services team, while meeting quality standards on time and on budget.
Participate in project planning meetings (internal and with client).
Keep current on knowledge within the industry in respect of SOPs, HCP compliance, and suppliers.
Proactively manage Client expectations and ensure delivery against them.
Assertively manage changes in project scope.
Attend Client meetings and telecons to discuss operational issues.
Ensure Client receives appropriate status update reports.
Proactively identify complex technical and process issues.
Proactively assess project needs and develop processes and solutions to address issues before they become significant problems.
Ensure 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 engage appropriate management.
Maintain confidentiality of information.
Liaise closely with colleagues at all levels to discuss issues and resolve conflicts that may arise when managing a project.
Demonstrate the ability to complete assigned tasks, meet project deadlines and achieve objectives.
Proactively seek opportunities to improve project efficiency, results, or team performance.
Oversee organization of delegate travel and attendance at international meetings and congresses.
Use knowledge, experience, and expertise to recommend suitable venues and project solutions.
Conduct site visits to further influence the success of the meeting.
Work within internal/external SOPs and guidelines.
Provide expert quality control in respect of compliance to pharmaceutical industry guidelines.
Manage the on-site delivery of meetings.
Ensure communication with suppliers is clear and up to date.
Provide guidance to project team members in technical or process areas.
Ensure detailed project scoping information is obtained for every project.
Ensure budget accuracy.
Conduct budget revisions and reconciliations, recording changes in scope.
Review profitability analysis.
Ensure deposits and invoices are paid in a timely manner according to internal processes.
Manage financial compliance procedures applicable to the delivery team.
Monitor reconciliation timelines to ensure that agreed Client deadlines are met.
Complete timesheets on time.
Complete/approve project related expense claims.