Manager Events Planning

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Responsible for supporting three of Commercial Service’s core functions – planning and execution of internal meetings, participation in congresses and conferences, and coordination and staffing of annual incentive trips.

Primary Responsibilities:

• Provide exceptional collaborative support to cross-functional stakeholders and partners including Marketing, Sales, Finance, and Procurement
• Own 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
• Domestic and international travel to staff meetings, congresses, and incentive trips – up to 40 percent
• Other responsibilities as assigned

Internal Meetings:

• Project manage a variety of large and small commercial meetings for two brand teams
• Manage the execution of vendor contracts
• Partner with meeting management companies, audio-visual and production companies, and destination management companies
• Provide on-the-ground support for internal meetings
• Own the details of day-to-day 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:

• Project manage congress and conference participation in collaboration with cross-functional partners, drive complex timelines, and ensure cross-functional partners are aware of deadlines and deliverables
• Prepare agendas for standing cross-functional congress/conference planning meetings to ensure strategic and tactical alignment and readiness for all scheduled events; take and disseminate detailed meeting notes to ensure consistent alignment across stakeholders
• Partner with exhibit management and print production vendors; project manage the production of new exhibit assets and materials
• Understand and ensure compliance with HCP guidelines at congresses and conferences
• Provide on-the-ground support for congresses and conferences
• Own the following for congresses and conferences:
  • 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

Incentive Trips:

• Project manage annual incentive trip calendar, timelines, and budgets; track expenses, and reconcile upon program completion
• Support research and recommendations for exceptional destinations and venues for annual Incentive trips
• Manage 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
• Provide on-the-ground support for annual incentive trips

Education/Experience/Skills:

Bachelor’s degree (business, marketing or hospitality management) preferred or an equivalent combination of relevant education and applicable job experience may be considered. A minimum of 5 years’ experience in a variety of progressively responsible meeting planning positions which includes varying program types and sizes is preferred. Experience the pharmaceutical industry a plus.

• Certified Meeting Planner (CMP) designation a plus
• MS Office proficiency in Outlook, Word, PowerPoint and intermediate skill in Excel.
• Understanding of regulatory, legal and medical requirements for pharmaceutical marketing.
• Familiarity with Sunshine Act Aggregate Spend Reporting.
• Strong written and verbal communication skills.
• Strong team and interpersonal skills, works cooperatively with others, establishes rapport, while identifying needs of others.
• Strong organizational abilities and detailed oriented with the ability to manage vendor relationships in meeting deadlines for logistics execution.
• Understands budget management and negotiation skills.
• Self-directed with sense of urgency with commitment to tasks at hand.
• Business sense to grasp big picture while maintaining details.
• Flexible, adaptable, action and solution-oriented.
• Ability to easily adapt to new technology.
• Comfortable sharing ideas and persuade others through effectively consolidating, evaluating, and presenting relevant information.
• Skilled at promoting team cooperation and a commitment to team success.
• Adept at seeing change as an opportunity to improve business performance and campaigning for it when necessary.

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.