Director Meeting Planning Position Available In Morris, New Jersey

Job Description:

Job Title:

Director, Meeting Planning (PERM)

Location:

US-NJ-Florham Park Overview:

The Director of Meeting Planning worksacross all US departments and has direct responsibility andoversight of the Meeting Planning function which includes theexecution, and management of all non-HCP, internal (onsite) andexternal (off-site) meeting planning activities. This individualwill bring subject matter meeting and event planning expertise toUS, with responsibilities including both individual management ofevents as well as management of vendors (when appropriate) toensure seamless execution of larger events, managing each meeting’sbudget, and executing each program on-time and within budget whileensuring events, meetings, and activities are compliant. This rolerequires significant relationship management of internalstakeholders, including interfacing with and supporting C-suitelevel executives and high-profile customers in appropriateengagements. This role is considered pivotal to the success of thebusiness by ensuring meaningful meetings are planned and executedflawlessly, thus enabling continuity of the business andencouraging strategic dialogue.

Detailed Description:

Directlyoversees and is responsible for the Planning, Management, Executionand Reconciliation of all US non-HCP meetings including but notlimited to: National Sales Meetings Launch Meetings Corporate TownHalls Corporate Events External Congresses/Conferences and MeetingsC-suite Meetings Medium to larger on-site and/or hybrid businessmeetings e.g., trainings/workshops, department/team offsitemeetings, Team Building events, etc. Serve as key project lead forUS; this requires creation of and execution against a strategicplan for each event that includes (not an exhaustive list):

Detailed event documents, including scope and strategy of the eventVenue/location sourcing and scoping, including cost proposalsDetailed budgets with vendors, costs, and expenses outlinedResponsibilities grid outlining choice of vendor(s) and roles Fullmeeting agendas including a run of show and detailed schedulesCommunication plan including internal stakeholder touchpoints,attendee management, and overall meeting organization Rooming lists& travel manifestos including ground transportation, air/othertravel, etc. Event décor, ambience, banquet event documentation,meeting room and audio-visual equipment requirements, food/beveragerequirements, and other pertinent needs Guidance and details ofoperations of customer events and activities Responsible for theestablishment/negotiation of all meeting/event contract terms andconditions to minimize risk and cost May provide professionalguidance and contract support to additional contracts that do notrequire meeting planning assistance i.e., hotel/venue contracts foroffsite meetings Prior to each meeting, ensures that a formalmeeting planning process and budget is in place and communicated torequired stakeholders. Develops, manages, and monitors detailedmeeting planning budgets, contracts, billing, control documents,and financial data reports/analysis in a compliant and timelymanner Manages all activities and logistics associated with eachmeeting, including but not limited to: Managing external vendors,agencies, convention centers/hotels/venues etc. Attendancemanagement i.e., oversight of meeting planning event portal, CVENT,and all meeting requests, registrations, and communications Managesand directs the installation and dismantle crews at off-sitemeetings and provides on-site support for all off-site meetings toensure goals are met Audiovisual and presentation management Budgetdevelopment and reconciliation Program evaluations and follow-upServes as the key representative of US in the meeting to assistinternal clients: Employees, executives, and customers. Supportad-hoc meetings and events and procurement needs e.g., meetingfavors and gift items as required Dotted-line oversight ofAdministrative Assistant to support the administrative execution ofspecific Meeting planning tasks Minimum Job RequirementsQualifications Bachelor’s Degree required Minimum of 8-10 years ofprogressive experience in meeting/event planning in a corporateenvironment; Experience in pharmaceutical industry meetingmanagement Proven experience overseeing meeting and eventmanagement programs, resources, vendors and vendor staff foronsite, remote and hybrid meetings Proven ability to manage span ofcontrol and resources for different types and sizes ofmeetings/events both independently and through a vendor Experienceoverseeing meeting planning contracts and financial budgeting,expensing, and reporting Experience working in a meeting planningportal (i.e., CVENT) and remote meeting platforms (i.e., Webex,Team) is highly preferred Competencies Excellent projectmanagement, organization, and time management skills with theability to simultaneously keep multiple projects priority andmoving with multiple stakeholders Flexibility and ability tosuccessfully navigate and succeed in a rapidly changing,fast-paced, deadline driven environment with multiple prioritiesGrowth mindset with “can do” attitude and high emotionalintelligence Ability to problem-solve and develop solutions forroutine day-to-day issues Strong ability to influence laterally andvertically Anticipates needs, proactively identifies solutions, andmakes recommendations to key stakeholders Strong interpersonal andrelationship management skills with the ability to developeffective working relationships with multiple levels of managementand across a range of functions Advanced verbal and writtencommunication skills, comfortable presenting to stakeholders andSenior Leadership Other Requirements Must be willing to workflexible hours including occasionally weekends and evenings Abilityand willingness to travel approximately 30-50% of the year

Ref:

568-Clinical