Medical Event Operations Specialist

Job Title : Medical Event Operations Specialist

Location : Andover, MA (Remote)

Duration : 12 months on Contract

Manager Note : This is a remote position, but travel to an event or the office may be required The manager and office is based in Andover, MA.

Planning experience is very important! Experience working in or with a corporate office team would be good

Description :

• This position will manage flagship programs from inception to completion and will act as a true business partner with Sales, Marketing, and integral internal functions to ensure delivery of the highest quality.
• Additionally, this role will manage production for the entire event cycle, including venue sourcing, contract negotiation, AV / production sourcing, ground transportation, F&B planning, event design, web design, mobile app & registrations, onsite event support as well as program budget management and reconciliation.
• This person will act as a business lead in utilizing and training on event management with Cvent Software, Attendee Hub, virtual and hybrid event configurations including registration, attendee tracking, reporting, onsite registration utilizing OnArrival, mobile app creation, marketing initiatives, and pre / post-event evaluations.
• This person will have excellent time management, meet strict deadlines, have keen attention to detail, strong communication skills both written and verbal, and the ability to manage multiple tasks while maintaining a high level of customer service.

Event Management Planning

• Manage all aspects of event planning for International Medical Education Flagship courses,
• Prepares budgets and monitors expenditures for each meeting with budgeted expenses up to $1.8 M.
• Delivers logistical support and provides direction to meeting staff, vendors, and hotel counterparts for 20 meetings annually in pre-planning, onsite execution, and post planning.

Meetings ranging in sizes from 40-500 attendees.

• Conducts site selection and contract negotiation for up to 20 meetings annually. Assists with city selection, creates, and sends RFPs, review, and present proposals.
• Cultivated relationships with hotel / AV partners and remain attuned to industry trends and market conditions in top destinations across the country.
• Ensure corporate spend is within Health Care Compliance (HCC) guidelines
• Troubleshoot and handle any issues that arise on the event day
• Conduct Venue sourcing and negotiations via Cvent Supplier Network
• Remain current (or ahead of the curve) with trends in event planning, design, and production, and proactively identify and solve operational challenges
• Compiles price lists and negotiates contracts for services, dates, times, and spaces.
• Tracks and processes all changes, including updating hotel confirmation numbers and cancellation numbers, room name changes
• Provides reports such as : rooming, participants list, ground transportation, group air, arrival and departure, food and beverage, translation etc.
• Knowledge of meeting planning policies, procedures, compliance, and business practices
• Oversee client experiences from conception through post-event review; manage on-site preparations, production, and event breakdown;

and ensure consistent, high-level service throughout all phases

Locate resources, visit sites, and lead pre-event meetings to help staff make decisions about event design

Reporting and Compliance

• Manage Open Payment reporting for all activities
• Adherence to client business conduct policies and procedures.
• Maintain the highest standards of ethics and compliance.

Ad hoc duties

In addition to the above, employees are required to carry out any reasonable request to perform other duties as may be reasonably required within the scope of the job title and to work safely at all times with due regard for health, safety, and environmental protection.

Stay current, and often ahead of the curve, on event planning, design, and production trends, proactively identifying and solving operational challenges.

Requirements

• Experience 5-7 years of progressive experience in meeting planning and coordination, preferably in the medical industry.
• CMP Preferred
• Cvent Advanced Certification Preferred
• Strong background in hospitality and event management
• Domestic travel required 25%

Competencies

• Ability to understand customer priorities and use industry knowledge to help achieve goals
• Self-motivated and ready to take on challenges and work under stress in a fast-paced environment
• Ability to handle pressure and make good decisions quickly
• Flexibility for domestic or international travel, as needed
• Highly detail oriented with a critical degree of accuracy regarding event details
• Strong interpersonal and communication skills
• Prepared to work flexible hours
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and meticulous attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
13 days ago