Focus Medical Communications is currently seeking an Associate Project Manager to join our meeting and conference planning team in East Hanover, NJ.
Who we are:
Since 2004, Focus Medical Communications has served as a boutique healthcare communications company. We represent leading non-profit foundations and clients specializing in Chronic Liver Disease, Gastrointestinal Health, and Rheumatology. Focus delivers unparalleled excellence in managing a wide array of projects and programming to educate healthcare professionals who specialize in these therapeutic areas. Projects include but are not limited to pharmaceutical meeting series, National & Regional Conferences, Symposia, Online Education, and Journal Publications.
About the role:
We are looking for a self-motivated individual who strives to succeed in a team-oriented environment. The ideal candidate needs to work effectively with minimal supervision, paying close attention to detail. This person will report to our Program Directors and be responsible for planning the logistics for select medical education meeting series and conferences from inception to conclusion, adhering to timelines and budgets, and developing ideas and strategies to drive program recruitment. While responsibilities vary based on the project objectives meeting format, the candidate is expected to deliver a strong and flawless customer experience across all programs.
Individuals must be local and be able to report to our office in East Hanover, New Jersey. Willingness to travel domestically is required.
What you'll do:
- Plan and execute a series of medical education meetings and conferences, delivering a white glove service to speakers, attendees, and clients
- Manage program logistics, including venue sourcing and contracting, travel arrangements, event marketing, speaker invitations, audiovisual equipment, menu selection, event recruitment and registration, enduring/online education, program-related website updates, on-site management, expense reconciliation
- Plans and executes individual meeting and event logistics
- Collaborate with the program directors to select appropriate venues, dates, and locations.
- Research and source event venues and initiate contract negotiations
- Negotiate meeting space requirements, hotel room block, and food & beverage with the contracted event venue
- Develop and implement a strategy for event marketing, registration, promotion, and attendee and recruitment
- Coordinate event communications, advertising, mailings, invitations, and social media schedule
- Preparation of and oversight in the development of event branding, signage, print materials, and attendee handouts
- Secure audio-visual needs
- Coordinate travel (air, ground, and hotel) for event speakers
- Send and track communications with speakers and attendees, inclusive of invitations, confirmations, event reminders, and travel itineraries
- Respond to inquiries from clients, staff, and vendors about the status of the project
- Staff and manage events on-site, including domestic travel to select meetings
- Arrange for temporary on-site staff at assigned meetings (when necessary); review their roles and responsibilities before the event and supervise their performance
- Facilitate virtual meetings
- Ability to multi-task and coordinate multiple events simultaneously
- Manage the consistent delivery and execution of projects based on agreed-upon timelines and expectations of quality; meet established deadlines
- Ensure completion of all project-related deliverables are on schedule and within budget
- Maintain overall project budgets, and budget forecasts throughout pre-planning, meeting execution and post-event reconciliation. Track invoices and receipts, and reconcile program expenses against the approved program budget
- Complete all other duties as related to assigned projects & perform other tasks as directed
Our ideal candidate:
- Bachelor’s degree
- Successful background in pharmaceutical project management and/or meeting planning preferred (0 – 2 years), but newly graduated job seekers are encouraged to apply
- Exemplary customer service skills
- Familiarity with the budgeting process (creation, tracking, adherence, reporting)
- Ability to anticipate project needs and meet deadlines
- Must be available for occasional overnight & weekend travel (in & out of state)
- Strong written and verbal communication skills
- Effectively communicate and interact with all structural levels of organizations, including clients, vendors, and internal stakeholders.
- Time management skills to prioritize and meet deadlines
- Highly organized with outstanding attention to detail
- Individual who is creative and offers new ideas, thinking outside of the box
- Ability to work independently and as a member of a team
- Thrives in a fast-paced environment
- Complete multiple tasks and manage a high volume of competing priorities across projects
- Proficiency in Microsoft applications
What we offer:
- Up to $45,000 (depending on experience)
- Company-sponsored health plan through AETNA
- Health Savings Account
- Vision Plan
- Dental Plan
- Life Insurance
- 401K Plan Retirement Savings Plan
- Bonus-eligible, based on top individual performance and company results
- Comp time offered for overnight travel on weekends
Salary requirements/expectations are required to be considered for the position. Therefore, please submit your salary expectations when applying.
Job Type: Full-time
Pay: Up to $45,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
Supplemental pay types:
Ability to commute/relocate:
- East Hanover, NJ 07936: Reliably commute or planning to relocate before starting work (Required)
Experience:
- Events management: 1 year (Preferred)
- Customer service: 1 year (Preferred)
Willingness to travel:
Work Location: In person
