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Project (Admin) Manager

Boston, MA 02210

Posted: 11/03/2022 Employment Type: Contract Job Category: Project Management Job Number: 520738 Is job remote?: No Country: United States

Job Description

Position Summary

The Project Specialist, Event Strategy & Operations will work with our Internal Meetings lead to drive deadlines and projects and system optimization for all internal meetings, both live and virtual. This position is highly visible among US, given its impact on the organization’s internal and external event operations strategy. The individual will work with home office and field colleagues, must be able to thrive in a matrix environment, balance numerous priorities, stakeholders and can create and enhance relationships with both internal and external stakeholders. The Project Specialist, Event Strategy & Operations reports to the Associate Director of the Event Strategy & Operations.


Principal Responsibilities
  • Internal Meeting Management-Partner with the Internal Meetings Lead on the meeting planning needs for our National Sales Meetings, Launch Meetings and POA Meetings. Meetings may be live, virtual or hybrid.
  • Efficient and effective communication with internal stakeholders.
  • Develop and manage project timelines and action plans in collaboration with internal stakeholders.
  • Lead or participate in cross-functional project teams in support of meetings, develop meeting plan, and foster clear, consistent, and open collaboration with business partners across the organization
  • Ability to work in a matrix environment and collaborate with cross-functional colleagues such as legal, compliance, regulatory and PRC.
  • Oversee meeting room set-up, AV needs, F&B selection, and registration needs
  • Manage logistical components including but not limited to meeting agenda needs, congress exhibit needs, and production timelines.
  • Manage external vendors including meeting management companies, production companies, etc. to ensure focus on stated meeting objectives and manage vendors to ensure deliverables and timelines are successfully met to expectation.
  • Identify, analyze, and monitor potential risk. Utilize risk management techniques and strategies.
  • Provide on-site meeting management support and manage external vendor support

  • Lead cross-functional project teams and foster clear communication of objectives, deliverables, and expectations of internal and external project team members
  • Detail-oriented, self-starter, able to work independently and in a team environment both in person and virtually
  • Collaborates effectively with leaders at varied levels within the organization to execute on key and high visibility meetings and projects
  • Communicates in an impactful way with strong written and verbal communication skills
  • Operate outside the scope of expectations and be proactive in taking on additional cross-functional responsibilities to improve efficiencies for the business and operations team
  • Demonstrates strategic orientation by recognizing simpler patterns in complex situations and projecting outcome
  • Ability to execute and problem solve under pressure
  • Acts with a sense of urgency and is Flexible in fast-paced environment, and is calm under pressure
  • Communicates in an impactful way with strong written and verbal communication skills

Essential Qualifications
  • Bachelor’s degree required in a relevant field
  • Minimum of 3- 5 years in meeting planning
  • Ability to travel domestically 25% of the year, including weekends
  • Virtual and hybrid meeting experience
  • Knowledge of trends, technologies and regulations affecting the meetings/travel industry
  • Demonstrated project management skills with the ability to manage multiple projects simultaneously
  • Proficiency in Microsoft Office, particularly in Excel and PowerPoint
  • Proficiency in Zoom and Microsoft Team
  • Ability to work onsite from corporate office 3 days per week


Preferred Qualifications
  • CMP and/or HMCC preferred but not necessary
  • Knowledge of PhRMA Code and Sunshine Act
  • Proficiency in Smartsheet

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