Program Manager - Pharma Meetings & Congresses

Program Manager - Pharma Meetings & Congresses - Remote

Embark on the next step in your career journey with Direct Travel!

The Experienced Meeting Planner or Program Manager (PM) is responsible for managing and leading the client, program planning, program execution, building client relationships, managing client financials, and Creative Group cash flow, engaging suppliers with client priorities, and bringing creative solutions to our clients.

If you are located within 50 miles of one of our office locations, you will be considered a hybrid employee hybrid employees are in the office 2 days a week, and remote 3 days a week.

You are considered Full-time Remote if you are outside the 50-mile office radius.

Office Locations are Appleton, WI., Schaumburg, IL., Emeryville, CA

Expedition Expectations

Client :

• Functions as the main client contact and works diligently to develop a strong relationship; and manages clients
• Offers client dynamic experiences using the i xperience methodology; leads client by providing workable and creative solutions
• Consults with client to determine goals, needs, objectives, and expectations of the program
• Remains current and knowledgeable about the industry to provide the client with creative and compelling concepts
• Understands client / group idiosyncrasies and adapts Creative Group services, accordingly; in the case a client’s request does not fit in the company’s service offerings, consults with the Design & Innovations and / or the Account Executive
• Schedules and facilitates client planning and debrief meetings to evaluate program results
• Is accountable for successful program outcome

Program Operations :

• Collaborates with appropriate team members in internal kick-off, following program turnover from pre-sales to operations
• Executes overall strategy and choreography of meetings and events
• Leads clients and other team members on operational site inspections
• Negotiates and manages supplier contracts, including deposits, attrition, concessions, guarantees, room blocks, and master accounts in conjunction with internal team members
• Manages and works with hotel and supplier staff to exceed customer expectations. Provides best pricing, options, and program objectives.

Maintains logistical accountability of meetings. Acts as liaison between customer, hotel, and all suppliers

• Creates and communicates all program specifications and program details and approve event orders
• Oversees design, marketing concepts and promotional campaigns, copywriting, and budget specific to the program in conjunction with the Project Manager
• Sends appropriate post-program correspondence to all stakeholders

Financial Management and Insights :

• Manages client budget with a focus for client cost savings while maximizing revenue opportunities
• Understands and monitors estimated labor hours for team to maximize profit
• Manages cost-savings, reconciliation, and invoicing

Leadership :

• Provides confident leadership for the client, planning team, and company through all actions and to be able to successfully execute programs
• Establishes, communicates, and monitors all timelines and budget parameters
• Mentors Project Managers on an ongoing basis
• Works with all internal departments (as applicable per program) for the successful execution of the program, such as : Travel Services, Creative Services, Technology Services, Registration Services, Merchandise, and Finance
• Is responsible for on-site program execution and direction of travel staff. Implements contingency plans as needed onsite.

Troubleshoots and solves onsite problems seamlessly

• Is responsible for identifying and sharing best practices and process improvements company-wide
• Gathers, shares, and applies learnings for continuous process improvement

Perform other duties as assigned.

Working Conditions

• Ability and willingness to work extended workdays and possible weekends
• Accessible during acceptable working hours identified per project / program
• Travel expectations potential of 30% or more of time annually
• Frequent use of a computer and other office equipment
• Ability to lift 20 lbs.
• Frequent sitting, standing, and walking

Passport to Success

• Bachelor's Degree in Business, Hospitality, Event Planning or a combination of education and work and experience is required
• Minimum of 4 years of experience in the Hospitality and / or group / individual performance industry, with at least 3 years of meeting planning experience
• Proficiency in Microsoft Word, Excel, and PowerPoint
• Knowledgeable in Microsoft Teams, SharePoint, One Drive, Zoom and other collaboration tools
• Certification in Meeting Planner (CMP) is a plus

Going the Extra Mile

• Be able to behave in a manner that reflects our organization’s Vision and Core Beliefs
• Possess excellent interpersonal skills to be able to provide superior customer service and client consultation from the spirit to serve others;

be able to work cross-functionally and develop strong, and healthy internal and external relationships through highly responsive, transparent, and consultative actions

• Possess self-awareness to understand their own strengths and weakness and how their behavior impacts others
• Possess excellent organizational and project management skills, ability to prioritize, be detail oriented, and can manage multiple customers and projects simultaneously
• Possess strong verbal and written communication skills and be an active listening to be the main client contact
• Possess proven leadership skills to lead the team effectively and coach internal team members
• Be able to actively listen, have the capability to instill confidence in clients and colleagues, and present information with confidence
• Be professional in behavior with clients, suppliers, and colleagues
• Exhibit strategic and critical thinking by gathering and analyzing information to skillfully conceptualize solutions that go beyond the obvious paths and exceed expectations
• Model a positive, solution-based approach, and be flexible and open to change and be easy to do business with
• Be able to work autonomously, while thriving in a team environment
• Be able to maintain confidentiality

Benefits Onboard

In addition to Medical, Dental, and Vision benefits Direct Travel offers an employee rewards and recognitions program, Total Rewards Package which includes Wellness, Sustainability, DE&I initiatives, and Mental Health Support.

Our Brand Voyage :

About Direct Travel and Creative Group

A subsidiary of Direct Travel, Creative Group designs global programs and experiences that reward excellence and inspire people to reach their full potential we call it Thrivability.

Creative Group is a full-service performance improvement company specializing in meetings and events, group incentive travel, employee engagement and recognition, sales incentives and channel loyalty programs.

Creative Group serves a client roster of Fortune 500 companies in a broad range of industries.

Direct Travel is a leading provider of corporate travel management services. The company has been providing travel management for over 40 years, working with clients to develop highly customized travel programs.

By leveraging both the expertise of its people and innovative solutions, Direct Travel enables clients to derive the greatest value from their travel program in terms of superior service, progressive technologies and significant cost savings.

Direct Travel has offices in over 70 locations across North America and the UK and is currently ranked 12th on Travel Weekly’s Power List.

For more information, visit .

Direct Travel is an EOE / AA / Veteran / People with Disabilities employer

If you're ready to chart a new course and advance your career with the valuable moments and travel experiences that await, we welcome you to submit your resume for consideration at Direct Travel.