Program Manager / Meeting Planner - Clinical, Global Operations
The Program Manager, Clinical position must work closely with the client to understand the meeting goals and objectives and provide a return on their investment throughout each aspect of the meeting. The Program Manager, Clinical role then focuses on the tactical operations and works with the operations team to provide optimal services to the account in support of those goals. They must be able to work effectively and efficiently with the internal support team, external clients and vendors, while in compliance with the corporate and pharmaceutical guidelines.
Note: This position will be a virtual work from home office position.
Follow all client mandated SOP’s as required.
Understand policies and issues pertaining to meetings with HCP’s in attendance.
Work with the Sourcing Department to source and secure meeting space and guestrooms.
Understand, review and monitor contract terms, space and guest room blocks.
Source and secure space at off-site venues & restaurants.
Meeting profile management in Event Software; manage status movement throughout life of the meeting, etc.
Create and manage client and internal timelines based on company and client SOP’s.
Have an understanding of Event Software capabilities and the ability to guide clients on website development that produce quality reports to fulfill the budget owner’s needs.
Collaborate with M&IW’s Attendee Registration Department to register and secure housing for attendees.
Coordinate all pre-meeting reminders, teasers and email blasts.
Provide timely and accurate reporting for your meetings.
Create and manage the meeting agenda and show flow.
Create and manage meeting resume based on meeting requirements, update as needed with changes.
Create and manage meeting specification sheets based on meeting requirements.
Manage all changes effectively by keeping forms and paperwork updated and saved properly on the network, communicate and manage all changes with vendors and other involved parties.
Use industry knowledge, guidance of chefs and feedback from your client to provide creative and cost effective menu planning that represents the likes, dislikes and general expectations for the food & beverage portion of the meeting.
Conceptualize creative theming and elements to be incorporated into special events, entertainment, parties, décor, activities, gifts and branding to enhance your meetings within the approved budget.
Act as the Liaison with designated Production company, A/V company and the hotel/venue to provide the support and communication required to produce a seamless show.
Coordinate Speaker Management; registration and logistics for events, collection of bios and session descriptions and presentation, Green Room needs and riders.
Secure specific items and products as required to be displayed or served in banquets or displays.
BEO review and execution.
Coordinate and schedule all required ground transportation using preferred vendors.
Creation/distribution of travel letters and departure notices.
Financial Management Services:
Full understanding of client financial internal requirements.
Payment requests, processing and reconciliation.
Reconciliation of the hotel and other vendor invoices.
Cost savings worksheet creation/management.
Reconciliation management including estimated invoice and final invoice requirements.
Provide strong leadership and communication skills to both your on-site team as well as all vendors, and the ability to lead meetings to allow for successful end results.
Manage and lead all pre-con and post-con meetings both internally at M&IW as well as with all applicable vendors and clients.
Create and manage On-Site Execution Plan for all staff. Host daily staff meetings to keep staff updated and informed.
Create and manage On-Site Emergency Preparedness Plan for your meeting.
Support all corporate goals and objectives; adherence to all company policies
Exhibit respect and fairness to all clients, staff, coworkers, suppliers, and management
Demonstrate commitment to overall M&IW success
College Degree or equivalent
Minimum 5+ years of experience in the meetings/travel industry, specifically in operations
Knowledge of Cvent is preferred
Working knowledge of HCP guidelines and pharmaceutical meeting experience
Proven excellent oral and written communication skills in both internal and client-facing environments
Demonstrated track record of successfully managing multiple projects simultaneously
Ability to deliver creative outputs in a constricted timeline while maximizing available resources
Ability to travel at least 35% of the time including internationally
Experience working in a virtual office environment
Wide range of computer skills:
Proficient in Word, Excel, and Internet/social media
Database management programs (proficient in Lanyon and Cvent)
Outlook (email and scheduling)
Health, dental, vision, and life insurance offered
401K with profit sharing
Accrued time off for vacation and sick leave
Virtual from home office
Meetings & Incentives Worldwide (M&IW) is a progressive meeting, incentive and conference management company that believes live meetings and events transform organizations. As a strategic partner and leading service provider in events management, M&IW is privileged to work with some of the most recognized companies across the globe to help them source and execute successful events and drive cost savings. M&IW has experience managing programs on six continents in more than 75 countries. M&IW is a privately-owned, certified Women’s Business Enterprise (WBE) with offices across the US, UK, Singapore, India, Argentina, and Brazil. To best serve our clients, M&IW employs a virtual workforce model with roughly 270 industry professionals located across the globe.
Meetings Management Solutions & Consulting • Technology Consulting and Implementation • SMM Analytics • Venue/Hotel Sourcing and Contracting • Program Management – meetings, events, incentives, conferences, and tradeshows • Event Design • Attendee Registration, Management and Reporting • Housing • Event Marketing • Incentive Solutions • Graphic Design and Creative Services • Web Site Builds • Group Air Travel • On-Site Execution • Mobile Apps • Sponsorships & Exhibits • HCP Expense Reimbursements • HCP Compliance and Reporting • Business Intelligence Solutions & Consulting
10520 7 Mile Road, P.O. Box 65, Caledonia, WI 53108 | Phone +1 262-835-3553
M&IW associates located throughout the US and UK, and in Latin America and Asia Pacific Regions
The statements submitted on this role description are intended to describe the general nature and level of work being performed by people assigned to this role. However, an incumbent is not limited to the responsibilities described by this role.