Director of Meetings and Congresses
Responsible for leading three of Commercial Service’s core functions – planning and execution of internal meetings, strategic leadership for participation in congresses and conferences, and designing and executing annual incentive trips.
This role is required to be on-site in San Diego, CA 3 days per week on average
- Work collaboratively with cross-functional stakeholders and partners including Marketing, Sales, Finance, and Procurement to elevate execution of Commercial Services deliverables
- Manage direct reports responsible for day-to-day management of internal meetings, congresses and conferences, and incentive trips
- Elevate the performance of the Commercial Services team by pursuing continual process improvements
- Document core processes and business rules and ensures cross training among Commercial Services team members to increase the team’s resiliency and performance stability
- Other responsibilities as assigned
- Travel up to 30% for congresses
- Lead the planning and project management of a variety of large and small commercial meetings for two brand teams; develop, manage, and reconcile meeting budgets
- Negotiate vendor contracts with favorable concessions and terms; maintain knowledge of industry trends for leveraging the best available concessions and terms
- Develop SOWs and manage partnerships with meeting management companies, audio-visual and production companies, and destination management companies
- Oversee all meeting-related activities including
- Timeline development and management
- Venue sourcing and selection
- F&B planning
- Hotel rooming lists
- Meeting specifications
- Ground transportation
- Attendee communication
- Production of printed collateral
Congresses & Conferences
- Develop and manage annual congress/conference calendars, and budgets
- Create and manage detailed congress/conference project plans in collaboration with cross-functional partners, drive complex timelines, and ensure cross-functional partners are aware of deadlines and deliverables
- Analyze, secure, and manage congress/conference exhibition opportunities for maximum return on investment
- Lead standing cross-functional congress/conference planning meetings to ensure strategic and tactical alignment and readiness for all scheduled events
- Develop SOWs and manage partnerships with exhibit management and print production vendors; oversee the production of new exhibit assets and materials
- Understand and ensure compliance with HCP guidelines at congresses and conferences
- Supervise direct report in providing project coordination for congresses and conferences including:
- Management of on-site presence, including securing exhibit space and overseeing exhibit delivery, setup, and breakdown
- Leadership of pre-con stakeholder meetings and pre-and post-congress/conference communication
- Oversight and accurate management of logistics related to housing management, group bookings, attendee registration, ancillary events, communications
- Management of on-site logistics
- Maximize the strategic impact of Acadia’s annual incentive trip by providing exceptional experiences for attendees and facilitating strengthened relationships between attendees and Acadia
- Develop and manage annual incentive trip calendar, timelines, and budgets; track expenses, and reconcile upon program completion
- Lead monthly incentive trip planning call with Acadia executive leadership
- Monitor and socialize trends in pharmaceutical industry incentive travel among Acadia executive leadership
- Research and recommend exceptional destinations and venues for annual Incentive trips
- Negotiate venue and vendor contracts with favorable concessions and terms; develop SOWs and manage partnerships with destination management companies (DMCs)
- Oversee attendee travel arrangements to ensure a door-to-door VIP experience
- Research and recommend memorable on-the-ground experiences for attendees; plan and execute special events including group meals and activities; recommend and source attendee gifts and gifting experiences
- Provide on-site support in domestic and international venues; manage internal and external on-site staff to ensure an optimal attendee experience; troubleshoot attendee travel disruptions and other issues adeptly
- Track attendee awards and rewards; support attendee expense reporting; report taxable awards/rewards to Acadia Finance
- Targeting a bachelor’s degree or an equivalent combination of relevant education and applicable job experience may be considered. A minimum of 10 years’ experience in the pharmaceutical/healthcare industry in a variety of progressively responsible meeting planning positions and a minimum of 5 years in a supervisory role. Certified Meeting Planner (CMP) designation preferred.
- Knowledge in best practices, business processes and commercial systems
- Ability to create and implement business plans which align with the organization’s strategy
- Strong understanding of best practices across the pharmaceutical industry
- Insightful understanding of regulatory, legal and medical requirements for pharmaceutical marketing
- Familiarity with Sunshine Act Aggregate Spend Reporting on both state and federal levels
- Ability to manage and optimize vendor relationships to meet tight deadlines for meeting logistics
- Business planning and budgeting acumen and judgment
- Excellent diplomacy and facilitation skills
- Ability to work effectively across all functions as a team player
- Skills to negotiate with business partners or management and to influence senior level leaders regarding matters of significance to the organization.
- Proficiency at creating and communicating a clear vision among team members effectively aligning resources and activities to achieve functional area and/or organizational goals.
While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, see, talk or hear in a standard office environment and independently from remote locations. Employee must occasionally lift and/or move up to 20 pounds.
In addition to a competitive base salary, this position is also eligible for discretionary bonus and equity awards based on factors such as individual and organizational performance. Actual amounts will vary depending on experience, performance, and location.
What we offer you (US-Based Employees):
- Competitive base, bonus, new hire and ongoing equity packages
- Medical, dental, and vision insurance
- 401(k) Plan with a fully vested company match 1:1 up to 5%
- Employee Stock Purchase Plan with a 2-year purchase price lock-in
- 15+ vacation days
- 14 paid holidays plus one floating holiday of your choice, including office closure between December 24th and January 1st
- 10 days of paid sick time
- Paid parental leave
- Tuition assistance
EEO Statement (US-Based Employees): Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every single one of the qualifications in the exact way they are described in job postings. We are committed to building a diverse, equitable, inclusive, and innovative company and we are looking for the BEST candidate for the job. That candidate may be one who comes from a less traditional background or may meet the qualifications in a different way. We would strongly encourage you to apply – especially if the reason you are the best candidate isn’t exactly as we describe it here.
It is the policy of Acadia to provide equal employment opportunities to all employees and employment applicants without regard to considerations of race, including related to hairstyle, color, religion or religious creed, sexual orientation, gender, gender identity, gender expression, gender transition, country of origin, ancestry, citizenship, age, physical or mental disability, genetic information, legally-protected medical condition or information, marital status, domestic partner status, family care status, military caregiver status, veteran or military status (including reserve status, National Guard status, and military service or obligation), status as a victim of domestic violence, sexual assault or stalking, enrollment in a public assistance program, or any basis protected under federal, state or local law.
As an equal opportunity employer, Acadia is committed to a diverse workforce. If you are a qualified individual with a disability or a disabled veteran, you have the right to request a reasonable accommodation. Furthermore, you may request additional support if you are unable or limited in your ability to use or access Acadia’s career website due to your disability, along with any accommodations throughout the interview process. To request or inquire about your reasonable accommodation, please complete our Reasonable Accommodation Request Form or contact us at firstname.lastname@example.org or 858-261-2923.
Please note that reasonable accommodations granted throughout the recruiting process are not guaranteed to be the same accommodation given if hired. A new request will need to be submitted for any ADA accommodations after starting employment.
Notice to Search Firms/Third-Party Recruitment Agencies (Recruiters): The Talent Acquisition team manages the recruitment and employment process for Acadia Pharmaceuticals Inc. (“Acadia”). Acadia does not accept resumes from recruiters or search firms without an executed search agreement in place. Resumes sent to Acadia employees in absence of an executed search agreement will not obligate Acadia in any way with the respect to the future employment of those individuals or potential remuneration to any recruiter or search firm. Candidates should never be submitted directly to our hiring managers or employees.