Director, Meeting Planning

ResponsibilitiesDirectly oversees and is responsible for the Planning, Management, Execution and Reconciliation of all Shionogi US non-HCP meetings including but not limited to:National Sales MeetingsLaunch MeetingsCorporate Town HallsCorporate EventsExternal Congresses/Conferences and MeetingsC-suite MeetingsMedium to larger on-site and/or hybrid business meetings e.g., trainings/workshops, department/team offsite meetings, Team Building events, etc.Serve as key project lead for Shionogi US; this requires creation of and execution against a strategic plan 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 rolesFull meeting agendas including a run of show and detailed schedulesCommunication plan including internal stakeholder touchpoints, attendee management, and overall meeting organizationRooming lists & travel manifestos including ground transportation, air/other travel, etc.Event décor, ambience, banquet event documentation, meeting room and audio-visual equipment requirements, food/beverage requirements, and other pertinent needsGuidance and details of operations of customer events and activitiesResponsible for the establishment/negotiation of all meeting/event contract terms and conditions to minimize risk and costMay provide professional guidance and contract support to additional contracts that do not require meeting planning assistance i.e., hotel/venue contracts for offsite meetingsPrior to each meeting, ensures that a formal meeting planning process and budget is in place and communicated to required stakeholders.Develops, manages and monitors detailed meeting planning budgets, contracts, billing, control documents and financial data reports/analysis in a compliant and timely mannerManages all activities and logistics associated with each meeting, including but not limited to:Managing external vendors, agencies, convention centers/hotels/venues etc.Attendance management i.e., oversight of meeting planning event portal, CVENT and all meeting requests, registrations and communicationsManages and directs the installation and dismantle crews at off-site meetings and provides on-site support for all off-site meetings to ensure goals are metAudiovisual and presentation managementBudget development and reconciliationProgram evaluations and follow-upServes as the key representative of Shionogi US in the meeting to assist internal clients: Employees, executives, and customers.Support ad-hoc meetings and events and procurement needs e.g., meeting favors and gift items as requiredDotted-line oversight of Administrative Assistant to support the administrative execution of specific Meeting planning tasksMinimum Job RequirementsQualifications The job description is not designed to cover or contain a comprehensive listing of requirements, duties or responsibilities that are required of the employee. It is the policy of Shionogi Inc. to undertake affirmative action in compliance with all federal, state, and local requirements to recruit a diverse pool of applicants and to ensure that our employment practices are, in fact, non-discriminatory. If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to use or access this website to apply for a vacancy as a result of your disability. You can request accommodations by calling 973-307-3550 or by sending an email to [email protected].