Director of Meetings and Congresses

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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

Primary Responsibilities:

• 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

Internal Meetings

• 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
  • Registration
  • F&B planning
  • Hotel rooming lists
  • Meeting specifications
  • Décor
  • Entertainment
  • Travel
  • 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

Incentive Trips

• 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

Education/Experience/Skills:

• 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.

Physical Requirements

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.

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