Senior Meeting Manager

HCEsquared

4d • Remote

About The Position

The Senior Meeting Manager will be responsible for end-to end project management and logistics of various live in-person and hybrid conferences. This role entails collaboration with expert medical faculty, various internal departments, fellow conference team members, and external vendors. This role requires on-site oversight of up to 5 in person events throughout the year, and accountability for program KPIs such as registration goals, attendee satisfaction, among other program-specific metrics.
The position will be part of the Events team which executes numerous in person, hybrid, and virtual events for dermatology healthcare providers on an annual basis. Prior experience in healthcare conference development is preferred, and experience in dermatology continuing medical education is a bonus.

Requirements

• 4-year degree from an accredited institution
• 5+ years of hands-on conference or association meeting management
• Demonstrated experience in working with key opinion leaders and subject matter healthcare experts in development of agendas or educational initiatives
• Extensive event planning, execution, logistics and meeting management
• High comfort level with technology including website platforms
• Strong proficiency in Microsoft Office Suite required (Word, Excel, and Power Point)
• Strong understanding of meeting technologies (Cvent, PassKey, Conference Mobile Applications such as CrowdCompass a plus)
• Virtual meeting technology experience: Zoom, Microsoft Teams, GoToMeeting
• Self-motivated, fast learner who is ready to hit the ground running
• Extremely detail-oriented
• Problem solver with ability to be resourceful and solution-oriented
• Ability to work independently and under tight timelines on multiple projects at a time
• Strong written and verbal communication skills
• Up to 30% travel (approximately 5 conferences per year)

Nice To Haves

• Medical conference, society, or medical education event experience
• Certified Meeting Professional (CMP) designation
• Experience working with the Adobe Creative Suite (Photoshop) and knowledge of basic HTML
• CME experience and Dermatology education

Responsibilities

• Program Development
• This is as much a strategic role as a logistical one; The position will require working closely with clinical advisors and subject matter experts to develop the agenda, identify speakers, and curate the format of the conference
• The role will involve collaboration and support from medical writers, other internal scientific resources, and conference team members to develop and identify the structure or formats of sessions such as hands-on workshops, breakout sessions, and networking events
• Lead planning calls with co-directors and chairs regarding status of faculty confirmations, agenda updates, and conference overviews
• Communicate and present to the executive team regarding strategy and specifics of your assigned events
• This role is accountability for meeting timelines and milestones for agenda development, as well as collaboration with marketing to assist with marketing key programming and features to drive attendance to the event
• Planning
• Manage project timelines and status reports
• Source venues and negotiate hotel contracts
• Manage hotel room blocks and housing
• Arrange food and beverage
• Create memorable special receptions, activities, and social events
• Collaborate with our inhouse and external partner production team members to arrange AV, floor plans, internet and power
• Organize local staffing and security. Provide proactive, hands-on support during the set-up, execution, and breakdown onsite and be able to problem-solve and make quick decisions in real time
• Process post program reporting including attendance, analysis of conference evaluations, and budget reconciliation to leverage feedback to improve future events
• Sponsor Coordination
• Work with various sponsors (pharma companies) to coordinate subgroup sessions at our conferences including Product Theaters and Advisory Boards
• Collect and track sponsorship assets
• Develop and distribute communication, guidelines, and logistics to sponsor contacts
• Independently manage smaller events for sponsors as stand-alone ad boards, roundtables
• Meeting Material preparation
• Gather and prepare meetings materials for production such as signage, badge holders, handouts, meeting swag, and other giveaways
• Special Projects
• While this role will have an assigned group of conferences to lead, you will play a supportive role to the rest of the conference team to contribute to our flagship larger scale events where time allows

Benefits

• Fully remote work environment with a flexible time off policy
• Dedicated professional development support, including reimbursement for approved learning and development activities.
• Comprehensive wellness benefits, including medical, vision, and dental coverage, with a significant portion of premiums subsidized for employees and eligible dependents, as well as access to HSA, FSA, and Dependent Care FSA plans
• Employer-paid life insurance, short-term disability, and long-term disability coverage
• 401(k) retirement plan with company matching
• Cell phone reimbursement for business use
• Home office stipend to support a productive remote setup

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level