Program Manager

Scout Clinical•Dallas, TX

2d•Onsite

About The Position

Established in 1996 and rebranded to Scout in 2024, Scout built its foundation on planning meetings for numerous organizations within the life sciences sector (Scout Meetings). In response to emerging industry needs, Scout expanded its services to include Scout Clinical, one of the top providers of clinical trial patient reimbursements and travel. Scout is recognized as a leader in its field for innovation in service, attention to detail, its stellar team members, and making the complex easier. The Program Manager oversees all aspects of the planning and onsite duties for clients’ meetings, from its development to implementing program activities. Ensures meetings are completed to a consistently high standard, within budget, that objectives are met on time, suiting the company's image and objectives. Makes sure the program meets professional standards and industry regulations. Duties include, but are not limited to, budget management, strategic planning, third-party relationships, and oversight of on-site execution teams.

Requirements

2+ years of experience within the hospitality/meeting planning industry is required
Excellent interpersonal skills
Attention to detail
Organized with an ability to prioritize and multi-task
Patient, flexible attitude
Excellent time management
Ability to work under pressure in a fast paced, demanding environment
Self-motivated
Coachable
Ability to evaluate and negotiate proposals from 3rd party suppliers
Problem solver
Team player
Proficient with MS Office Suite, PowerPoint, and database programs

Responsibilities

Serve as the primary point of contact to our clients, hotels, travel agencies, ground transportation and other related parties for each meeting.
Consult with client(s) to identify goals and vision, establish direction, facilitate solutions, and get decisions made.
Oversee and manage meeting and event budgets to exceed expectations, including financial reconciliation and post-meeting.
Travel to domestic locations to execute meetings and events (paid weekend travel).
Responsible for the invitation and registration process
Oversight of travel arrangements, including airport transfers
Update/maintain database, including data entry
Generate and provide attendee status reporting
Oversee all aspects of hotel arrangements, including rooming list, meeting space, food and beverage, and audio/visual equipment
Collect and reproduce all speaker presentations
Generate and distribute all other collateral, ensuring that materials are professional and appropriately reflect client and Scout standards
On-site operations and the management of the meeting and travel staff
Complete all required initial and ongoing training within a reasonable or provided timeframe