Manager of Meetings & Conventions Planning
Basking Ridge, NJ (HQ)
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Job Description
Job Summary
The incumbent will evaluate, develop, plan, organize and manage presence at Local, Regional and National external meetings, conventions, symposia and meetings and events held for employees and/or health care providers (excluding internal POA meetings, National Sales Meeting, and Award Trips). S/he will manage all aspects of events, including sponsorship and exhibition in conventions and small-to-large scale trade shows.
Essential Functions
Responsibilities
• Manages all aspects of meeting planning (contract negotiation, event specs through post-event reconciliation)
• Registration management and logistics for meetings, conferences, and events, including site selection, on-site management, and pre-and post-conference meetings
• Assist with drafting preliminary budgets for all meetings, analyze for cost-effective comparison, and make recommendations accordingly
• Obtain, analyze, edit and make recommendations for contracts from hotels and other vendors
• Develops a schedule of deadlines and coordinates actions to meet deadlines with internal and external customers
• Independently reviews and reconciles meeting invoices to verify accuracy for payment
• Coordinates staff travel through Egencia or central provider, or assists staff with managing their own travel; Assists with group housing blocks, ground transportation and rooms as necessary
• Collects, reviews and analyzes historical meeting data in order to predict future trends
• Supports Value & Access Industry Meetings
• Supports Canada Meetings
• Specific Meetings covered (not-all-inclusive): ASCO, ENDO, NANETS, NEURO, APM&R, ONS
Skills/Requirements
Scope Measures/Decision Making
Areas covered include: Sales & Marketing, Value & Access, and Medical Affairs; Local, Regional and National Conferences and Symposia; Regional and National Business & POA Meetings
Knowledge/Skills/Abilities Required
• High attention to detail
• Ability to prioritize and manage multiple tasks and support multiple managers, which meeting deadlines
• High degree of personal accountability, dependability and ethics
• High-energy, self-starter, who had the initiative to function autonomously and has the confidence and ingenuity to initiate, create and bring solutions into reality
• Bachelor’s degree required
• Minimum of 8 years of experience with all aspects of meeting planning and event coordination for events or 100 people or more
• Travel approximately 30-40% per calendar year, with occasional weekend overnights (for example, medical conferences)
• Working knowledge of food and beverage budgets and menu creation
Communication & Interpersonal Skills
• Positive and proactive, customer-focused attitude
• Excellent organizational and interpersonal skills
• Strong vendor management skills
Essential Functions – Physical Position Requirements: Machines and/or Equipment Used
? PC literacy required; MSOffice skills (Outlook, Word, Excel, PowerPoint)
? Regularly required to operate standard office equipment (personal computer, photocopy machine, fax machine, etc.)
? Ability to work on a computer up to 7 hours a day
? Regularly required to sit for long periods of time, and occasionally stand and walk
? Regularly required to use hands to operate computer and other office equipment
? Close vision required for computer usage
Working Conditions
The statements contained herein reflect general details as necessary to describe the principles functions for this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance workload.
Ipsen Biopharmaceuticals, Inc. is an equal opportunity employer. We recruit, employ, train, compensate, and promote without regard to race, religion, creed, national origin, age, gender, sexual orientation, sexual identity, marital status, military or veteran status, disability, genetic information, or any other category protected by applicable federal, state or local law.
Ipsen Biopharmaceuticals, Inc. conducts background screening, reference checks, and drug testing as part of its pre-employment screening process. This description is not intended to be constructed as an exhaustive list of duties, responsibilities, or requirements for the position. This position may change or assume additional duties at any time. The employee may be requested to perform different or additional duties as assigned.
