Associate Director, Meetings & Events

Role Overview

• Internal Stakeholder Collaboration: Meet with internal stakeholders to define events and congress goals, requirements, and budget as they align to the team’s strategic plans. Additionally, you will need to work closely with internal corporate functions like Legal, Compliance and Finance to ensure all event processes are followed.
• Logistics coordination: Working with our agency partners, you will arrange all logistical details for our global Tier 1 congresses, including, but not limited to, congress association management/contracting, venue management, catering, transportation, group housing management, etc.
• Budget management: Develop and manage event/congress budgets, track expenses, and process payments to ensure financial goals are met. Work closely alongside Finance to ensure all spending is tracked and reported in a timely and accurate manner.
• Vendor management: Research, solicit bids, and negotiate contracts with venues, caterers, audiovisual suppliers, and other service providers as it relates to managed events/congresses.
• Event preparation: Work alongside our agency partners to prepare meeting materials, agendas, name badges, and registration lists to ensure the team is well-prepared for on-site execution.
• On-site execution: Oversee events on-site alongside our congress vendors, that includes booth and meeting room setup, registration/housing management, and booth teardown, while resolving any issues that may arise. Additional ancillary events may also require management in tandem with congress activities.
• Marketing and promotion: Collaborate with our internal marketing stakeholders to promote events and manage attendee registration communications as required.
• Post-event evaluation: Conduct post-event assessments to gather feedback and analyze metrics for future improvements.
• Compliance: Work closely with Global HQ Compliance to monitor event activities and ensure adherence to relevant regulations, contracts, HCP spend caps and company policies are followed and reported as required.

Requirements

• Education: A bachelor's degree in hospitality, communications, marketing, or a related field is preferred.
• Experience: A minimum of 15-20 years of relevant experience executing events within the US and globally is required. Experience working internally in a corporate pharmaceutical environment or working with pharmaceutical clients is preferred.
• Certifications: Certified Meeting Professional (CMP), Certified Meeting Professional – Healthcare (CMP-HC) or Certified Meeting Manager (CMM) designations are preferred but not required.
• Technical skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with event management software (e.g., Cvent, Exhibit Force) are required.
• Key skills and abilities
• Organizational skills: Exceptional ability to manage multiple projects, prioritize tasks, and meet tight deadlines.
• Communication: Excellent verbal, written, and interpersonal communication skills for interacting with clients, vendors, and internal teams.
• Problem-solving: Aptitude for creative, rapid problem-solving in high-pressure situations.
• Negotiation: Strong negotiation skills to secure favorable contracts or pricing with vendors and venues as it relates to event-related activities.
• Attention to detail: Meticulous attention to detail to ensure flawless event execution.
• Adaptability: Ability to adapt quickly to changing circumstances and manage last-minute adjustments.
• Customer service: A strong, service-oriented mindset with a commitment to internal stakeholder satisfaction.
• Global Aptitude: Ability to work well with and understand the various working styles of vendors and colleagues outside the US. Must be comfortable managing events outside the US.

Benefits

• 401(k) plan with company match
• Medical, dental, and vision plans
• Company-offered Life and Accidental Death & Dismemberment (AD&D) insurance
• Company-provided short and long-term disability benefits
• Unique offerings of Pet Insurance and Legal Insurance
• Employee Assistance Program
• Employee Discounts
• Professional Development
• Health Saving Account (HSA)
• Flexible Spending Accounts
• Various incentive compensation plans
• Accident, Critical Illness, and Hospital Indemnity Insurance
• Mental Health resources
• Paid leave benefits for new parents