Meetings Specialist

Haymarket Media, Inc•New York, NY

12h•Hybrid

About The Position

We are seeking an experienced and highly organized Meetings Specialist to oversee the comprehensive planning, execution, and logistical management of a variety of live and virtual meetings, conferences, and events. This role requires expertise in vendor negotiation, budget management, compliance adherence and managing all on-site logistics to ensure an exceptional attendee experience while working effectively under deadline pressure.

Requirements

Bachelor's degree in a related field or equivalent work experience
Ability to manage a variety of live and virtual event programs
Experienced in all aspects of meeting logistics planning including contracting, venue/logistics management, transportation, audio visual, food & beverage, shipping and on-site execution management
Hyper-focused on the “attendee experience” and related outcomes
Organized, creative, and efficient
Strong customer service orientation and ability to act diplomatically
Excellent oral and written communication skills
Proven ability to work under deadline pressure, both independently and as part of a team
Strict attention to detail
Ability to travel (primarily domestically) up to 25% of the time

Responsibilities

Logistics Management
Responsible for all meeting logistics, vendor contract negotiation, development and reconciliation of comprehensive budget inclusive of all logistics expenses, and complete oversight of all meeting logistical components
Manage vendor relationships and communication involving site selection, contract negotiations, on-site logistics execution, fiscal management.
Knowledgeable and adept to work in event management systems, specifically CVENT
Communication with attendees regarding all aspects of the conferences and events
Work with Creative Services in preparing branding plan for the event, utilizing venue floor plans including development of all on-site signage
Active management of contracted venue room blocks
Navigate and troubleshoot issues that arise in the planning process of events as well as crisis management on-site
Managing a timeline and project manage expectations of stakeholders
Develop detailed roles and responsibilities document for each conference and conducted pre-conference briefing and onsite precons with the ground team
Travels onsite to lead team in overall management of all logistical phases of scheduled events including ancillary activities, set up, move in, tear down and move out
Adhere to ACCME, OIG, PhRMA, Open Payments Act, EFPIA and other relevant guidelines and restrictions concerning compliance and Pharmaceutical companies, and any other client specific guidelines
Conference Coordination
Direct correspondence with national and regional conferences to secure booth space and other conference-related logistics
Manage cross-functional team attendance at conferences
Coordinate booth setup, print materials, lead capture, and post-event follow-up