Meeting Specialist

• Organize and manage meeting logistics to support the needs of the pharmaceutical industry
• Ensure seamless planning, compliant execution, and high‑quality experiences for internal and external stakeholders
• Encompass the planning, managing, and delivery from start to post-event
• Requires travel both domestically and internationally
• Participate in project planning meetings (internal and with client)
• Proactively manage Client expectations and ensure delivery against them
• Attend Client meetings and telecons to discuss operational issues
• Ensure Client receives appropriate status update reports
• Proactively identify complex technical and process issues
• Proactively assess project needs and develop processes and solutions to address issues
• Ensure that the delivery of high quality, well executed projects
• Alert to opportunities for follow on business or changes in project scope
• Maintain confidentiality of information
• Liaise closely with colleagues at all levels to discuss issues and resolve conflicts
• Demonstrate the ability to complete assigned tasks, meet project deadlines and achieve objectives
• Proactively seek opportunities to improve project efficiency, results, or team performance
• Oversee project coordinator responsibilities, including attendee management
• Use knowledge, experience, and expertise to recommend suitable venues and project solutions
• Conduct site visits to further influence the success of the meeting
• Work within internal/external SOPs and guidelines
• Provide expert quality control in respect of compliance to pharmaceutical industry guidelines
• Manage the on-site delivery of meetings
• Ensure communication with suppliers is clear and up to date
• Provide guidance to project team members in technical or process areas
• Ensure detailed project scoping information is obtained for every project
• Ensure budget accuracy
• Conduct budget revisions and reconciliations, recording changes in scope
• Review profitability analysis
• Ensure deposits and invoices are paid in a timely manner according to internal processes
• Manage financial compliance procedures applicable to the delivery team
• Monitor reconciliation timelines to ensure that agreed Client deadlines are met
• Complete timesheets on time
• Complete/approve project related expense claims

• 3+ years’ experience managing pharmaceutical events
• In depth understanding of the department’s service offerings and processes
• Knowledge of quality worldwide meeting venues
• Working knowledge of virtual meeting management and platforms
• Experience working with Cvent platform a plus
• Proven experience in a pharmaceutical meetings environment
• Demonstrated ability to successfully manage meetings on time with high quality
• Technical expertise
• Client focused approach to work
• Ability to interact professionally within a client organization
• Strong problem-solving skills
• Willingness to work in a matrix environment and to value the importance of teamwork
• Excellent interpersonal, verbal, and written communication skills
• Sound understanding of IT packages such as Word, Excel, and PowerPoint
• Ability to manage multiple and varied tasks with enthusiasm and prioritize workload with attention to detail
• Knowledge of online registration software
• Good knowledge of audiovisual equipment
• A flexible attitude with respect to work assignments and new learning
• Relevant pharmaceutical meeting planning experience
• Equivalent experience organizing meetings within a similar industry and/or role is required

Experience with Cvent is a plus

Competitive salary with an annual bonus