Meetings Specialist

Home Based, East Coast

Project Lead, Meeting Services

We are looking for a Meeting Specialist to join our talented and supportive team of 40+ delivering high quality international events. This is a full-time position with great benefits, competitive salary with an annual bonus . We require 3+ years' experience managing pharmaceutical events. Experience with Cvent is a plus.

You will organize and manage meeting logistics to support the needs of the pharmaceutical industry, ensuring seamless planning. compliant execution, and high-quality experiences for internal and external stakeholders. The role encompasses the planning. managing, and delivery from start to post-event. Requires travel both domestically and internationally.

Key Accountabilities :

Specialized knowledge

In depth understanding of the department's service offerings and processes

Works with minimal supervision in a team environment to ensure the timely and accurate performance of work within project scope and objectives

Able to provide cover for the Senior Specialist

Participates in project planning meetings

Keeps current on knowledge within the industry in respect of SOPs, guidelines, and suppliers

Excellent knowledge of quality worldwide meeting venues

Works with Managers and project leads to identify and resolve technical and process issues

Excellent knowledge of virtual meeting management and platforms

Good knowledge of online registration tool

Client relationship management

Proactively manages Client expectations and ensures delivery against them

Assertive in managing changes in project scope

As applicable, attends Client meetings and telecons to discuss operational issues

Ensures Client receives appropriate status update reports

Proactively identifies complex technical and process issues

Proactively assesses project needs and develops processes and solutions to address issues before they become significant problems

Ensures that the delivery of high quality, well executed projects result in clients expressing satisfaction with the service provided and may result in additional business referrals

Alert to opportunities for follow on business or changes in project scope and engages appropriate management

Maintains confidentiality of information

Project execution and success

Liaises closely with colleagues at all levels to discuss issues and resolve conflicts that may arise when managing a project

Demonstrates the ability to complete assigned tasks, meet project deadlines and achieve objectives

Proactively seeks opportunities to improve project efficiency, results, or team performance

Oversee organization of delegate travel and attendance at international meetings and congresses

Uses knowledge, experience, and expertise to recommend suitable venues and project solutions

Conduct site visits to further influence the success of the meeting

Works within internal/external SOPs and guidelines

Provides expert quality control in respect of compliance to pharmaceutical industry guidelines

Manages the on-site delivery of meetings

Ensure communication with suppliers is clear and up to date

Provides guidance to project team members in technical or process areas

Finance management

Ensures detailed project scoping information is obtained for every project

Ensures budget accuracy

Conducts budget revisions and reconciliations, recording changes in scope

Reviews profitability analysis

Ensures deposits and invoices are paid in a timely manner according to internal processes

Manages financial compliance procedures applicable to the delivery team

Monitors reconciliation timelines to ensure that agreed Client deadlines are met

Completes timesheets on time

Completes/approves project related expense claims

Metrics for success

Utilization/billability target

Technical performance targets as established with Manager

Contribution to achievement of project, team, and departmental specific goals

Working within budgeted hours, monitor and communicate CIS's to Manager

Competencies

Client Focus

Integrity and Ethics

Teamwork and Collaboration

Results Orientation

Business Analysis

Interpersonal Communication

Influencing Others

Networking

Solving Business Problems

Skills :

Proven experience in a pharmaceutical meetings environment

Demonstrated ability to successfully manage meetings on time with high quality

Client focused approach to work

Ability to interact professionally within a client organization

Strong problem-solving skills

Willingness to work in a matrix environment and to value the importance of teamwork

Excellent interpersonal, verbal, and written communication skills

Sound understanding of IT packages such as Word, Excel, and PowerPoint

Logical mind, shows a clear thought process before acting

Ability to manage multiple and varied tasks with enthusiasm and prioritize workload with attention to detail

Excellent knowledge of online registration software

Good knowledge of audiovisual equipment

A flexible attitude with respect to work assignments and new learning

Knowledge and Experience :

Relevant experience in conference and event organization

Equivalent experience organizing meetings within a similar industry and/or role is required

Education :

Bachelor's Degree #LI-REMOTE

EEO Disclaimer

Parexel is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to legally protected status, which in the US includes race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.