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Medical Education Meeting Planner

Austin, TX 78735

Posted: 04/08/2024 Employment Type: Contract Job Category: Administrative Job Number: 601195 Is job remote?: Yes Country: United States

Job Description

Pay is commiserate with experience and ranges between $30-40/hr

This position is responsible for all aspects of Meeting Planning for Medical Education programs from inception to completion and will act as a true business partner with Medical Education, and other integral internal functions to ensure delivery of the highest quality and a consistently excellent customer experience.

This role will manage production for the entire event cycle, including venue sourcing, contract negotiation, AV/production sourcing, ground transportation, F&B planning, event design, event management technology, attendee registration and management, onsite event support, pre/post event evaluations, as well as program budget management and reconciliation.

This person will have excellent time management, meet strict deadlines, have keen attention to detail, strong communication skills both written and verbal, and the ability to manage multiple tasks while maintaining a high level of customer service.
Event Management Planning
  • Manage all aspects of event planning for Medical Education courses.
  • Prepares budget and monitors expenditures for each meeting.
  • Manages logistical support and provides direction to meeting staff, vendors, and hotel counterparts for in pre-planning, onsite execution, and post planning. Meetings ranging in sizes from 40-500 attendees.
  • Conducts site selection and contract negotiation. Assists with city selection, creates, and sends RFPs, review, and present proposals.
  • Cultivate relationships with hotel and AV partners and remain attuned to industry trends and market conditions in top destinations across the region.
  • Ensure adherence to all Compliance, Code Of Conduct and local laws regarding interactions with Health Care Providers (HCP)
  • Troubleshoot and handle any issues that arise on the event day
  • Conduct Venue sourcing and negotiations via Cvent Supplier Network (where applicable)
  • Compiles price lists and negotiates contracts for services, dates, times, and spaces.
  • Tracks and processes all changes, including updating hotel confirmation numbers and cancellation numbers, room name changes
  • Provides reports such as: rooming, participants list, ground transportation, group air, arrival and departure, food and beverage, translation etc.
  • Knowledge of meeting planning policies, procedures, compliance, and business practices
  • Oversee client experiences from conception through post-event review; manage on-site preparations, production, and event breakdown; and ensure consistent, high-level service throughout all phases
  • Locate resources, visit sites, and lead pre-event meetings to help staff make decisions about event design

Reporting and Compliance
  • Manage Open Payment or other regulatory reporting for all activities
  • Adherence to business conduct policies and procedures as well as local laws and regulations.
  • Maintain the highest standards of ethics and compliance.
Ad hoc duties
In addition to the above, employees may be asked to perform other duties that may be reasonably required within the scope of the job title and to work safely at all times with due regard for health, safety, and environmental protection. Stay current, and often ahead of the curve, on event planning, design, and production trends, proactively identifying and solving operational challenges.

  • Experience 5-7 years of progressive experience in meeting planning and coordination, preferably in the medical industry.
  • CMP Preferred
  • Cvent Advanced Certification Preferred
  • Strong background in hospitality and event management
  • Domestic travel required 25%
  • Ability to understand customer priorities and use industry knowledge to help achieve goals
  • Self-motivated and ready to take on challenges and work under stress in a fast-paced environment
  • Ability to handle pressure and make good decisions quickly
  • Flexibility for domestic or international travel, as needed
  • Highly detail oriented with a critical degree of accuracy regarding event details
  • Strong interpersonal and communication skills
  • Prepared to work flexible hours
  • Excellent interpersonal and customer service skills.
  • Excellent organizational skills and meticulous attention to detail.
  • Excellent time management skills with a proven ability to meet deadlines.
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