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Medical Event Operations Specialist-Sr

Pittsburgh, PA 15222

Posted: 07/22/2024 Employment Type: Contract Job Category: Clinical Development and Operations Job Number: 610283 Is job remote?: No Country: United States

Job Description

This role will be responsible for providing a world-class level of customer service on a day-to-day basis that represents Medical Education customer facing events. This position will manage key programs within Medical Education from inception to completion and will act as a true business partner with Sales, Marketing and integral internal functions to ensure delivery of the highest quality. Additionally, the Medical Education Event Operations Specialist will be responsible for logistical ownership of entire event cycle including venue sourcing, contract negotiation, AV/production sourcing, ground transportation, F&B planning, event design, web design, mobile app & registrations, onsite event support as well as program budget management and reconciliation. This person will be able to utilize event technology logistics with Cvent Software, including registration, attendee tracking, reporting, onsite registration, mobile app creation, marketing initiatives, and pre/post-event evaluations. This person will have excellent time management, 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 and initiatives
- Ensure corporate spend is within Health Care Compliance (HCC) guidelines
- Research resources, make site visits, and lead pre-event meetings when necessary to help staff make decisions about event design Event Management Execution
- Lead on-site specialist for large scale Medical Education events, including management of registration desk and printed collateral.
- Reconcile and submit payments for Corporate meeting Card and routinely monitor charges to ensure proper usage
- Plan and facilitate logistics for all events, including contract negotiations, guest lists, venue preparation, presentation materials, security, catering, entertainment, transportation, equipment, decor, and marketing materials
- Troubleshoot and handle any issues that arise on the event day
- Conduct Venue sourcing and negotiations via Cvent Supplier Network
- Utilize technology such Zoom, Cvent, OnArrival, Social Tables, Crowd Compass and others as necessary
- Generate and download reports: registrant, attendee, polling responses, and Q&A
- Sends out confirmation email through Cvent
- 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 Reporting and Compliance
- Maintain accurate Open Payment reporting for the US and OUS required reporting at the country or regional level as needed
- Track HCP expenses and event budgets in CVENT event registration system as appropriate
- Adherence to business conduct policies and procedures. Maintain the highest standards of ethics and compliance.

Ad hoc duties In addition to the above, employees are required to carry out any reasonable request to perform other duties as 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.

REQUIREMENTS: Travel +/- 30% domestic travel

Education: Bachelor's degree or equivalent experience.

-5-7 years experience in meeting planning and coordination, preferably in the medical industry.
- CMP Preferred Competencies
- Proven success as an event planner or coordinator
- Flexible can-do attitude, adaptable to change
- Excellent written and verbal communication skills
- Highly detail oriented with a critical degree of accuracy regarding event details
- Strong interpersonal and communication skills
- Highly organized, detail conscious, and able to prioritize multiple tasks

- High-level competency in planning and organization
- Microsoft office proficiency
- Prepared to work flexible hours
- Cvent Certification strongly preferred

Pay ranges between $30-36.80/hr based on experience 
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