Pharmaceutical Congress Meeting Planner

About the role

The Pharmaceutical Congress Meeting Planner will function as primary client liaison and lead for assigned pharmaceutical congresses for global client. The ideal candidate will work closely with client contact to understand and meet program objectives/outcomes. Must also be able to travel up to 40%.

What You'll Do

• Complete project timeline: establish a workflow schedule with client and suppliers to facilitate timely and accurate handling of all program details.
• Use business program management system to run program from contract turn-over meeting to final bill completion.
• Handle and negotiate any additional hotel needs, Congress needs, destination management company (DMC), air and all third-party contracts.
• Monitor attrition dates, cancellation policies to ensure contracted services are performed.
• Communicate between Information Technology support and clients for web requirements on assigned programs.
• Work with creative team to produce program materials.
• Coordinate and possibly attend site inspections as needed.
• Coordinate all program details and produce a program itinerary / working agenda that outlines all program specifics and requirements.
• Conduct programs debrief with client.
• Work with accounting to complete final bill, review final billing prior to final invoicing to client.
• Maintain accurate records, system input, and complete file management as outlined in Amex GBT M&E and client policies and procedures for ToV reporting.
• Evaluate program impact and reassesses objectives and outcomes, plan for continuous improvement.
• Partner with designated team to communicate registration, air needs, status meetings and continuous communication throughout program.
• Able to assist with any level of Congress meeting or event including those of a sophisticated nature, large volume, high level of confidentiality, international scope, HCP attended, etc.
• Act as lead, communicate program requirements to team as needed; work closely with support departments to exceed client requirements and objectives.
• Partner with third party suppliers to arrange their services.
• Conduct regularly scheduled status meetings with client and stakeholders from pre-launch through program operation and ensures program objectives are performed.
• May be requested to lead VIP special projects and oversee VIP logistics.
• Develop strong relationships with multiple contacts within client and supplier organizations.
• May participate in client presentations as requested.
• Review processes and offer solutions/additions as needed.

What We're Looking For

• 3-5 years pharma congress planning.
• 4-year degree and CMP designation preferred.
• Ability to communicate effectively and professionally with all levels of management and clients.
• Ability to work accurately and timely to meet deadlines.
• Ability to be flexible and handle change well.
• Shown skills for technology and/or software solutions and analytical skills required.
• Microsoft Word and Excel experience with Advanced level.
• Experience with meeting industry technology preferred (CVENT).
• Advanced oral and written presentation skills required.
• Ability to travel by airplane, boat, rail and/or car with travel up to 40%.