Senior Meeting Planner (Contract position on-site at pharma client office)

IME Connect is a meeting and incentive planning company located in Parsippany, NJ.  We are looking to fill a Meeting Planning position for one of our pharmaceutical clients in Irvine, CA.  This position will be hybrid (partial working remote and partial working from an Irvine, CA office).  Interested candidates should be aware that this is a contract position that includes medical, dental, vision, and 401k benefits through IME Connect.

Position Summary:

Collaborate across the organization with various stakeholders to deliver meetings that are aligned with the objectives of our business partners and compliant with all corporate policies and industry guidelines.Develop and maintain a robust knowledge of our business and business partner’s needs as it relates to meetings.

Directly responsible for program planning from after contract signing through to completion, budgeting and planning, contract management, project management and supplier management while providing exemplary customer service. Meetings to include but not limited to Congresses, Advisory Boards, POA’s, Product Launches, Commercial, Manager, President’s Club Incentives, Executive Meetings, and employee engagement events.

Meetings represented are strategic in nature and achieving the stated objectives of each, are an integral component of, and have a direct impact on the success of the company. Each meeting represents a significant investment of both financial resources and human capital and as such, requires seamless execution.

Primary Job Responsibilities:

The Meeting Planner must demonstrate the following behaviors and abilities:

•          Ownership of program after contract signing to program completion, including vendor payments, and budgeting.
•          Understand stakeholder’s meeting objectives and assist in evaluating budget considerations and program needs.
•          Management of logistical components such as communications, meeting space, room set-ups, food and beverage, technology, audio visual, sleeping room reservations, production, and on-site management.  
•          Management and shipment of program materials including registration, invitations, confirmations, and name badges.
•          Responsible for on-site execution of the event, including registration, monitoring F&B functions, general session set up, and evening affairs such as receptions and dinners.
•          Experience in Congress planning logistics and advisory boards
•          Timelines, dashboard management, and tracking
•          Shepherding contracts and payments
•          Manage and update agendas as needed
•          Travel required, when necessary.

Demonstrate Personal Leadership:

•          Act with integrity, initiative, and sound judgment to reinforce trust, professionalism, and commitments.
•          Communicate regularly, openly, and effectively with both internal and external colleagues as appropriate.
•          Collaborate, inspire, and partner with various internal and external partners, vendors, and fellow Meeting Planners to achieve and exceed objectives.
•          Attend Seminars and Training that are relevant to the job description and meetings industry.
•          Stay current with trends, new technologies, and all regulations affecting the meetings / pharma industries.

Additional Job Responsibilities:

•          Demonstrate ability to actively listen to needs of business partner and formulate meeting strategy.
•          Demonstrate ability to communicate effectively with both internal and external colleagues.
•          Demonstrate ability to develop and lead presentations
•          Excellent business/financial acumen.
•          Demonstrate ability to lead, motivate and influence at all levels of the organization.
•          Demonstrate excellent customer service skills and multitask effectively
•          Demonstrate ability to foster and leverage professional relationships.
•          Demonstrate ability to identify and solve complex contractual, process, and operational business challenges.
•          Strong collaborator and good sense of diplomacy
•          Have a clear understanding of Meetings market, trends, and innovative opportunities.
•          Willing and able to travel domestically and internationally as needed.

Qualifications to be considered for this position:

•          Bachelor’s degree or previous work experience in meeting planning
•          Experience with Cvent, attendee registration, and budgeting tools
•          Minimum of 6 years in one or more of the following areas: Meeting Planning, Hospitality Industry or other Meetings related fields, Sales, or Operations.
•          Pharma experience working with congresses and commercial meetings
•          Certified Meeting Planner Designation preferred.
•          Experience with HCP Meetings preferred.

No relocation package is being offered.

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