Meeting Planner Job Description

Position: Full-time Meeting Planner – Tradeshows/Congresses and Meetings

Experience: Minimum of ten (10) years of meeting planning experience.

Must be knowledgeable with all aspects of meetings, tradeshows and congresses to include, but not limited to, site selection, contract negotiation, budget management, exhibit management, F+B management, sponsorship management, offsite dinners and events, registration management, and VIP management.

Purpose: To support a small, but mighty, meeting planning team responsible for the logistical execution of commercial tradeshows and congresses and assist on internal commercial/enterprise meetings.

Duties and Responsibilities

Administrative

-Department lead for all corporate membership/sponsorships for congresses/tradeshows

-Department lead for all Congress events (non-exhibit related, i.e. Product Theaters, Symposiums, Workshops, etc.)

-Department lead for administrative functions for meetings and congresses

Tradeshows + Congresses

-Internal Approval Process – Stay up to date on internal approval flows and policies for executing contracts and paperwork for Servier.

-Legal Process – Have clear understanding of the steps required for contract review, negotiation, and approval to ensure legal compliance and organizational alignment.

-Budget Management – Responsible for having effective budget tracking and forecasting processes in place to ensure project’s financial stability.

-Membership Management – Execute, lead, and drive effective tracking of corporate promotional memberships with strategically important associations.

-Sponsorship Management – execution of applications, where needed, and understand which departments need to be involved.

-Vendor Management – Accountable for ensuring that vendors are internally set up in accordance with internal finance guidelines.

-Exhibit Booth – knowledgeable about booth design to collaborate with internal and external team during the creativity stage.

-Project Management – Ensure thorough and regular cross-functional alignment on all components of the corporate membership.

-Cross-functional Team Management – recognize the complexity and dynamics of the Taskforce and Functional Groups involved with each tradeshow and congress.

-Communication – strong written and verbal skills needed to communicate to leadership, executive admins, task force, and cross-functional teams.

-Forward Thinking – Possess a strong skill in identifying engagement opportunities like industry speaker presentations, symposium, product theatres at strategically important conferences.

-Registration + Attendee Management – understand that each meeting, congress and tradeshow have its own distinct parameters regarding registration.

-VIP Management – understand the needs of the leadership team when attending meetings, congresses, and tradeshows, communicate with executive admins regarding, and respectfully regard the need for confidentiality.

-Housing Management – understand the housing needs of the US and/or Global teams to determine how many rooms will be needed.

-Pre-Con + Reception – assist if needed with internal and external teams to determine if an in-person for virtual pre-con is necessary for the larger congresses we attend.

-Timelines – follow processes and procedures established for executing sponsorships and internal meetings.

-Perform other duties as requested.

Commercial Internal Meetings

Similar responsibilities as listed above plus:

-Site Sourcing – with input from Commercial Leadership, research hotels that meet the meeting’s program and objectives.

-Contract negotiation – strong negotiating skills when working with hotels and venues.

-F+B Management – understands how to develop a creative offering of healthy options for attendees.

-Creativity – sourcing locations for offsite dinners, giveback activities, teambuilding activities, swag, and gifts.

-Perform other duties as requested.

Qualifications

-College degree preferred

-Medical or Pharma experience preferred

-Working knowledge of Pharma Guidelines and Sunshine Act preferred

-Solution oriented

-Detail oriented

-Highly collaborative

-Intelligent – can learn and understand processes, procedures, and concepts quickly

-Efficient time-management skills

-Understands what it takes to get the job done

-Ability to understand perspectives from both sides

-Project management experience, a plus

-Must be able to travel at least three (3) times a year

Skills

-Thorough knowledge of Microsoft Office Suite – Word, Excel, Outlook, PowerPoint, Teams, Forms

-Thorough knowledge of SharePoint

-Experience with NetSuite, a plus

-Experience with Veeva, a plus

-Industry expert with theater symposiums, a plus