Meetings Specialist

Parexel

1d•Remote

About The Position

We are looking for a Meeting Specialist to join our talented and supportive team of 40+ delivering high quality international events. This is a full-time position with great benefits, competitive salary with an annual bonus. We require 3+ years' experience managing pharmaceutical events. Experience with Cvent is a plus. You will organize and manage meeting logistics to support the needs of the pharmaceutical industry, ensuring seamless planning. compliant execution, and high-quality experiences for internal and external stakeholders. The role encompasses the planning. managing, and delivery from start to post-event. Requires travel both domestically and internationally.

Requirements

3+ years' experience managing pharmaceutical events
Relevant experience in conference and event organization
Equivalent experience organizing meetings within a similar industry and/or role is required
Bachelor’s Degree
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

Nice To Haves

Experience with Cvent is a plus

Responsibilities

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
Able to provide cover for the Senior Specialist
Participates in project planning meetings
Keeps current on knowledge within the industry in respect of SOPs, guidelines, and suppliers
Excellent knowledge of quality worldwide meeting venues
Works with Managers and project leads to identify and resolve technical and process issues
Excellent knowledge of virtual meeting management and platforms
Good knowledge of online registration tool
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
Technical performance targets as established with Manager
Contribution to achievement of project, team, and departmental specific goals
Working within budgeted hours, monitor and communicate CIS’s to Manager