Pharma Event Manager - Internal Meetings

POSITION DESCRIPTION

The Event Manager – Internal Meetings coordinates the operation of pharmaceutical meeting including Sales Meeting, Regional POAs, National POAs, Launches, Leadership Meetings and Incentives for specific Life Sciences clients, and serves as a leader for the internal team.  The Event Manager ensures all established quality control measures, deliverables, expectations and business practices are met across all applicable business units.

ACCOUNTABILITIES & PERFORMANCE EXPECTATIONS

• Lead the development, implementation and execution of operational plans for the programs assigned. Direct a multi-functional team of subject matter experts, from technology, registration, communications, customer service, air operations, analytics and amenities, in support of the client program(s) and maintaining consistency in meeting all established timelines, quality control measures and workflows.  
• Provide quality control by reviewing, proofing and approving all deliverables sent to the client including proposals, specification documents, contractual documents, demonstrations, invoices, reports, collateral materials and websites.
• Facilitate team meetings with assigned team members to ensure programs are being developed effectively for launch and operations.   Evaluate ongoing status to ensure requirements are being met in alignment with contractual agreements. Oversee the team’s execution of all operational directives to support a successful program. Provide regular client updates regarding program/account status, timelines and other relevant information.
• Foster team building and resolve account level issues as raised by client contact and/or the internal team. 
• Ensure all team members understand client expectations and that ITA Group is positioned as an extension of our client’s business.   Provide one-on-one insight for team members assigned to a given program/account.
• Establish expectations with client stakeholders to ensure clear understanding of program objectives prior to launch and operations.   Measurement criteria should be quantified, qualified and aligned with business objectives as programs are launched and operated.  
• Confirm program pricing through signed contractual agreements with suppliers (hotel, ground transportation companies, audio visual vendors, others).
• Manage program budget and control cash flow from clients to ITA Group to suppliers:
  1. Complete necessary program re-costs and prepare contract addendums.
  2. Adjust client billings.
  3. Coordinate invoicing clients for payments.
  4. Coordinate domestic and international supplier payments.
  5. Monitor international exchange rates and keep client advised on how the current exchange rate will affect their program budget.
  6. Manage and track negotiations on the program specific Cost Savings Analysis
  7. Manage all hotel, food & beverage, and activity attrition to avoid unnecessary penalties and maintain compliance with meal caps and country guidelines
• Negotiate land arrangements, which include but not limited to menus, audio visual, transfers, and hotel accoomodations in order to offer a fair, competitive price while maintaining a specified profit margin. 
• Take ownership for thorough client intelligence.  Ensure this information is saved electronically and communicated to the AE and internal team.
• Make necessary program changes and communicate these changes in writing with AE, client, suppliers and other internal ITA Group staff.
• Properly utilize all forms designed to enhance program operation and communication. 
• Conduct a Post Program Review Meeting with the internal team, Lead TD following each program.  
• Consult and assist Buyer to conceptualize, research and formulate destination and hotel recommendations for future programs (existing business).  Provide strategic recommendations on how to improve program performance year over year.   Assist with quality control.
• When appropriate, participate in travel opportunities:
  1. Client Meetings / Presentations
  2. ITA Internal Events
  3. Program Site Visits
  4. Program Operations 
• Alert AE and Team Lead to cross-selling opportunities with assigned clients.  Become knowledgeable about other services ITA Group has to offer and listen when clients speak of their business concerns.
• Confer whenever necessary with Manager to review workload, challenges/solutions, proactive ways to enhance products and service offerings, progress made on leadership projects/initiatives, communication opportunities, training or other topics.
• Attend regular Event Management training sessions, supplier presentations and other departmental, team or ITA Group sponsored learning opportunities.
• Utilize and leverage Salesforce.com. Ensure information is updated within SFDC according to the opportunity workflow.
• Track time through the labor tracking system.  Ensure time is tracked to the appropriate program number and/or department.    
• Monitor program labor hours and notify Manager if there are inefficiencies or out of scope work being created.  Work with Supervisor to create efficiencies within the program year over year, if applicable.
• Promote high levels of customer satisfaction as measured by the questions aligned with customer deliverables.  Support the overall CSM goal of 85% overall client satisfaction. 

POSITION REQUIREMENTS

• Bachelor’s degree in Business, Liberal Arts, Public Relations, or Communications, or Event Management preferred 
• Three years experience in the group travel industry in a position of similar accountabilities and responsibilities, or a minimum of two-years experience in ITA Group’s Event Management division
• Experience with Life Sciences event planning directly planning US based events as well as International Incentives
• Willingness to travel for site visits and program operations
• Experience in managing attendees from multiple countries with varying country guidelines
• Experience with planning global meetings 
• Strong organizational skills and the ability to manage details. 
• Ability to handle numerous projects, prioritize workload and delegate responsibility. 
• Experience in effective communication and relationship building skills, business writing and client presentations. Ability to interact with all levels of client management.   
• Proficiency with Microsoft® PowerPoint, Microsoft® Word and Microsoft® Excel. Experience with Teams and Zoom preferred.  Experience with Project Management Software, Visio and CRM system knowledge a plus, but not required.  
• Knowledge of financial and accounting principles with experience in preparing and assessing financial budgets and profitability.  
• Experience in negotiations in a business environment. 
• Excellent human relations skills with the ability to be flexible and sensitive to people's needs. 
• Ability to think and act in a proactive manner. Capable of seeing the big picture while understanding how each element contributes to the greater whole.  Must be competent to project how a change or delay in one area will impact the overall project. Willingness to try new ideas and challenge status quo. 
• Experience in working with cross-functional teams. Excellent interpersonal skills with the ability to take and give direction within a matrix organizational structure and team environment. 
• Ability to generate enthusiasm and dedication to support team members in order to achieve client business objectives. 
• Ability to display a sense of urgency, ownership and accountability.  
• Ability to listen, understand and respond to external and internal customers’ needs in a timely manner; customer service experience in a service-related industry preferred. 
• Ability to work the time necessary to complete projects and/or meet deadlines. 

To perform this job successfully, an individual must be able to complete each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill and/or ability required.

ITA Group, Inc. is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Company will consider reasonable accommodations for qualified individuals with disabilities and encourage prospective employees and incumbents to discuss potential accommodations with the Company.