Parexel

Meetings Specialist

Parexel
United States
Full-time
Remote
1 month ago

About the role

Home Based, East Coast
Project Lead, Meeting Services
We are looking for a Meeting Specialist to join our talented and supportive team of 40+ delivering high quality international events. This is a full-time position with great benefits, competitive salary with an annual bonus. We require 3+ years' experience managing pharmaceutical events. Experience with Cvent is a plus.
You will organize and manage meeting logistics to support the needs of the pharmaceutical industry, ensuring seamless planning. compliant execution, and high-quality experiences for internal and external stakeholders. The role encompasses the planning. managing, and delivery from start to post-event. Requires travel both domestically and internationally.
Key Accountabilities
Specialized knowledge
  • In depth understanding of the department’s service offerings and processes
  • Works with minimal supervision in a team environment to ensure the timely and accurate performance of work within project scope and objectives
  • Able to provide cover for the Senior Specialist
  • Participates in project planning meetings
  • Keeps current on knowledge within the industry in respect of SOPs, guidelines, and suppliers
  • Excellent knowledge of quality worldwide meeting venues
  • Works with Managers and project leads to identify and resolve technical and process issues
  • Excellent knowledge of virtual meeting management and platforms
  • Good knowledge of online registration tool

Client relationship management
  • Proactively manages Client expectations and ensures delivery against them
  • Assertive in managing changes in project scope
  • As applicable, attends Client meetings and telecons to discuss operational issues
  • Ensures Client receives appropriate status update reports
  • Proactively identifies complex technical and process issues
  • Proactively assesses project needs and develops processes and solutions to address issues before they become significant problems
  • Ensures that the delivery of high quality, well executed projects result in clients expressing satisfaction with the service provided and may result in additional business referrals
  • Alert to opportunities for follow on business or changes in project scope and engages appropriate management
  • Maintains confidentiality of information

Project execution and success
  • Liaises closely with colleagues at all levels to discuss issues and resolve conflicts that may arise when managing a project
  • Demonstrates the ability to complete assigned tasks, meet project deadlines and achieve objectives
  • Proactively seeks opportunities to improve project efficiency, results, or team performance
  • Oversee organization of delegate travel and attendance at international meetings and congresses
  • Uses knowledge, experience, and expertise to recommend suitable venues and project solutions
  • Conduct site visits to further influence the success of the meeting
  • Works within internal/external SOPs and guidelines
  • Provides expert quality control in respect of compliance to pharmaceutical industry guidelines
  • Manages the on-site delivery of meetings
  • Ensure communication with suppliers is clear and up to date
  • Provides guidance to project team members in technical or process areas

Finance management
  • Ensures detailed project scoping information is obtained for every project
  • Ensures budget accuracy
  • Conducts budget revisions and reconciliations, recording changes in scope
  • Reviews profitability analysis
  • Ensures deposits and invoices are paid in a timely manner according to internal processes
  • Manages financial compliance procedures applicable to the delivery team
  • Monitors reconciliation timelines to ensure that agreed Client deadlines are met
  • Completes timesheets on time
  • Completes/approves project related expense claims

Metrics for success
  • Utilization/billability target
  • Technical performance targets as established with Manager
  • Contribution to achievement of project, team, and departmental specific goals
  • Working within budgeted hours, monitor and communicate CIS’s to Manager

Competencies
  • Client Focus
  • Integrity and Ethics
  • Teamwork and Collaboration
  • Results Orientation
  • Business Analysis
  • Interpersonal Communication
  • Influencing Others
  • Networking
  • Solving Business Problems

Skills
  • Proven experience in a pharmaceutical meetings environment
  • Demonstrated ability to successfully manage meetings on time with high quality
  • 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
  • Logical mind, shows a clear thought process before acting
  • Ability to manage multiple and varied tasks with enthusiasm and prioritize workload with attention to detail
  • Excellent knowledge of online registration software
  • Good knowledge of audiovisual equipment
  • A flexible attitude with respect to work assignments and new learning

Knowledge And Experience
  • Relevant experience in conference and event organization
  • Equivalent experience organizing meetings within a similar industry and/or role is required

Education
  • Bachelor’s Degree

Skills

Other
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