Meetings Specialist

Home Based, East Coast

Project Lead, Meeting Services

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.

Key Accountabilities:

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

Competencies

• Client Focus
• Integrity and Ethics
• Teamwork and Collaboration
• Results Orientation
• Business Analysis
• Interpersonal Communication
• Influencing Others
• Networking
• Solving Business Problems

Skills:

• 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

Knowledge and Experience:

• Relevant experience in conference and event organization
• Equivalent experience organizing meetings within a similar industry and/or role is required

Education:

• Bachelor’s Degree

EEO Disclaimer

Parexel is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to legally protected status, which in the United States includes race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.