Manager Events Planning
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.
- 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
- 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
- F&B planning
- Hotel Rooming Lists
- Meeting specifications
- 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
- 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
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.
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 email@example.com 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.