Meeting Planning Specialist

Job Description

Job Summary: The Meeting Planning Specialist is responsible for the coordination of field sales force driven Local Medical Education (LME) events and In-service Training Events for healthcare professionals.  The position interacts substantially with internal business partners in Medical Education, Sales, Legal and Healthcare Compliance and healthcare professional Program Faculty/Speakers routinely, necessitating high levels of customer service and skilled oral and written communication. This role reports to the Supervisor, Meeting Planning and requires teaming and collaboration, excellent time management and the ability to prioritize, sharp attention to detail, and the ability to multi-task well in a fast-paced environment.

Principle Responsibilities: (essential job duties and responsibilities)

  • Managing program logistics for field sales driven medical education events (~300/year shared between three resources), including:
    • Confirming program date and general event needs with event Sales Representative
    • Coordinating Faculty/Speaker travel arrangements, transportation and lodging
    • Venue sourcing and contracting, including negotiations
    • Confirming room set up
    • Menu selection
    • Arranging audio-visual requirements
    • Invitation management
    • Confirming all program logistics with lead Sales Representative and Speaker
    • Efficiently and effectively managing programs utilizing web-based software, including ability to track event statistics and run and analyze reports
    • Ensuring compliance for programs and events managed
    • HCP transparency reporting for state and federal healthcare compliance requirements
    • Budget management and fiscal responsibility in managing program spend
  • Working closely with Medical Education and Healthcare Compliance to ensure adherence to AdvaMed Code of Ethics, Physicians Open Payment Sunshine Act requirements and Corporate guidelines pertaining to interactions with and exchanges of value for Healthcare Professionals (HCP’s) 
  • Sharing best practices and demonstrating continued dedication to improving processes.  Assisting in the initial development and any future revisions of an SOP for the meeting management process
  • Building a collaborative partnership with sales colleagues to ensure excellence in program management and execution.  This will include providing guidance to the sales force and gathering constructive feedback from the sales force to continuously improve the process.
  • Working collaboratively with corporate travel provider to arrange Speaker travel, lodging and transportation
  • Being accessible by phone or text for emergencies and questions during evenings when meetings are taking place
  • Occasional travel for department meetings (minimal)
  • Additional responsibilities as needed to ensure fulfilment of business needs

Skills and Experiences:

  • Experience in healthcare related, medical education Speaker program management
  • Professional oral and written communication skills, professional demeanor, and polished interpersonal skills
  • Unwavering customer focus
  • Intermediate experience in Microsoft Office applications
  • Strong organizational skills; sharp attention to detail; quality focus
  • Precise data entry skills
  • Results driven, with a demonstrated ability to manage multiple tasks and projects at once in a fast-paced environment with moderate direction
  • Team oriented with a high level of engagement and desire to work collaboratively
  • Flexible with the ability to manage change
  • Ability to think critically and problem solve with moderate direction
  • Skill to establish and maintain strong rapport with remote colleagues, vendors and suppliers
  • Demonstrated ability to work with moderate supervision, deliver desired results and meet deadlines

Minimum Qualifications:

Education: Associates degree in Hospitality Management/Business Management, or significantly related college coursework towards a Bachelor’s degree in Business Management or related field. Or in lieu of degree, 3-5 years work experience with direct coordination of field sales force driven medical education or promotional events for healthcare professionals.

  • Experience:
  • 2 years experience in healthcare speaker programs and/or medical education program logistics management
  • 2 years experience working directly with a field sales force
  • Proven team player who consistently looks for ways to support the team to advance business objectives
  • Knowledge of Pharma Guidelines and AdvaMed Code of Ethics and experience with Healthcare compliance practices
  • Intermediate experience with Microsoft Office applications including Word, Excel, and Outlook, etc.
  • Maturity to manage workload and prioritize with moderate direction
  • Effective oral and written communication skills
  • Aptitude to deliver high quality customer service with an ability to address and resolve questions and problems tactfully, to achieve successful outcomes
  • Demonstrated collaborative skills and ability to function independently as well as contribute as part of a team
  • Must be able to work well in a fast-paced environment and respond to changes with ease
  • Problem-solving skills, sound decision-making and agile trouble-shooting skills
  • Ability to maintain confidentiality and discretion in business relationships

Preferred Qualifications:

  • Bachelors degree or equivalent certification in business, hospitality management or related field
  • Experience with SmartSheets and Dropbox
The information listed above is not a comprehensive list of all duties/responsibilities performed. This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice. Any physical and mental requirements described in this job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EOE AA M/F/Vet/Disability: Acelity L.P. Inc. and its subsidiaries are an equal opportunity and affirmative action employer and give consideration for employment to qualified applicants without regard to race, ethnicity, color, religion, sex, sexual orientation, gender identity, pregnancy, national origin, age, disability, veteran status, or genetic information or any other legally protected characteristic. If you'd like more information about your EEO rights as an applicant under the law, please click here: VEVRAA Federal Contractor