Meetings Specialist

Home Based, East CoastProject Lead, Meeting ServicesWe 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 AccountabilitiesSpecialized knowledgeIn depth understanding of the department's service offerings and processesWorks with minimal supervision in a team environment to ensure timely and accurate performance of work within project scope and objectivesAble to provide cover for the Senior SpecialistParticipates in project planning meetingsKeeps current on knowledge within the industry in respect of SOPs, guidelines, and suppliersExcellent knowledge of quality worldwide meeting venuesWorks with Managers and project leads to identify and resolve technical and process issuesExcellent knowledge of virtual meeting management and platformsGood knowledge of online registration toolClient relationship managementProactively manages Client expectations and ensures delivery against themAssertive in managing changes in project scopeAs applicable, attends Client meetings and telecons to discuss operational issuesEnsures Client receives appropriate status update reportsProactively identifies complex technical and process issuesProactively assesses project needs and develops processes and solutions to address issues before they become significant problemsEnsures that the delivery of high quality, well executed projects result in clients expressing satisfaction with the service provided and may result in additional business referralsAlert to opportunities for follow on business or changes in project scope and engages appropriate managementMaintains confidentiality of informationProject execution and successLiaises closely with colleagues at all levels to discuss issues and resolve conflicts that may arise when managing a projectDemonstrates the ability to complete assigned tasks, meet project deadlines and achieve objectivesProactively seeks opportunities to improve project efficiency, results, or team performanceOversee organization of delegate travel and attendance at international meetings and congressesUses knowledge, experience, and expertise to recommend suitable venues and project solutionsConduct site visits to further influence the success of the meetingWorks within internal/external SOPs and guidelinesProvides expert quality control in respect of compliance to pharmaceutical industry guidelinesManages the on-site delivery of meetingsEnsure communication with suppliers is clear and up to dateProvides guidance to project team members in technical or process areasFinance managementEnsures detailed project scoping information is obtained for every projectEnsures budget accuracyConducts budget revisions and reconciliations, recording changes in scopeReviews profitability analysisEnsures deposits and invoices are paid in a timely manner according to internal processesManages financial compliance procedures applicable to the delivery teamMonitors reconciliation timelines to ensure that agreed Client deadlines are metCompletes timesheets on timeCompletes/approves project related expense claimsMetrics for successUtilization/billability targetTechnical performance targets as established with ManagerContribution to achievement of project, team, and departmental specific goalsWorking within budgeted hours, monitor and communicate CIS's to ManagerCompetenciesClient FocusIntegrity and EthicsTeamwork and CollaborationResults OrientationBusiness AnalysisInterpersonal CommunicationInfluencing OthersNetworkingSolving Business ProblemsSkillsProven experience in a pharmaceutical meetings environmentDemonstrated ability to successfully manage meetings on time with high qualityClient focused approach to workAbility to interact professionally within a client organizationStrong problem-solving skillsWillingness to work in a matrix environment and to value the importance of teamworkExcellent interpersonal, verbal, and written communication skillsSound understanding of IT packages such as Word, Excel, and PowerPointLogical mind, shows a clear thought process before actingAbility to manage multiple and varied tasks with enthusiasm and prioritize workload with attention to detailExcellent knowledge of online registration softwareGood knowledge of audiovisual equipmentA flexible attitude with respect to work assignments and new learningKnowledge and ExperienceRelevant experience in conference and event organizationEquivalent experience organizing meetings within a similar industry and/or role is requiredEducationBachelor's DegreeEEO DisclaimerParexel 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.J-18808-Ljbffr