Associate Director, Meeting Services

Company Description

EVERSANA INTOUCH® is a global, full-service marketing agency network serving the life sciences industry, and is the first – and only – agency network to be part of a fully integrated commercialization platform through EVERSANA®. We provide next-generation creative and media services, enterprise solutions and data analytics services for clients. 

We get fired up when people talk about getting—and staying—healthy. That’s where we find our inspiration: in the very human experiences of patients, doctors, and even each other. Then, we collaborate on ways to make caring for one’s health more achievable, connecting patients and physicians with the information and tools they need. 

We embrace diversity in backgrounds and experiences. Improving patient lives around the world is a priority, and we need people from all backgrounds and swaths of life to help build the future of the healthcare and the life sciences industry. We believe our people make all the difference in cultivating an inclusive culture that embraces our cultural beliefs.  

Job Description

WHAT DOES AN ASSOCIATE DIRECTOR, MEETING SERVICES DO?

THE POSITION:  

The Associate Director, Meeting Services may be responsible for the management of team members within the department or lead clients under the supervision of the VP, Meeting Services. Responsible for achieving financial objectives by accurately forecasting hours for themself and team members assigned and pass-through costs on assigned projects. The Associate Director is also responsible for leading a higher volume of planning meetings and managing clients for logistics projects. This role is responsible for contributing and supervising strategically and tactically on assigned accounts, as appropriate for Meeting Services.

ESSENTIAL DUTIES AND RESPONSIBILITIES: 
Our employees are tasked with delivering excellent business results through the efforts of their teams.  These results are achieved by:  

• Being responsible for managing all program logistics, including but not limited to venue/site selection, contract negotiations, travel, food and beverage, meeting room sets, audio-visual and production, hotel rooming lists, ground transportation, and ancillary vendors (i.e., entertainment, activities, décor, photographer)  

• Being responsible for independent planning, organizing, and seamless execution of high-quality virtual event meetings with multimedia components. Including but not limited to:  

• Virtual platform configuration  

• Manage technology vendor  

• Schedule and execute rehearsals to ensure all parties are prepared for success  

• Attendee management and communication  

• Offer assistance and guidance with any attendee connection issues, as well as basic technical support during an event and to the client  

• Building and customizing registration websites and recruitment material templates with program-specific information and coordinating distribution to all attendees according to necessary timelines  

• Ensuring the highest standards of quality control of client materials and, as appropriate, developing best practices protocols for project teams to facilitate such quality control  

• Being responsible for the oversight and management of program recruitment and attendee management  

• Reviewing and approving meeting specifications from all perspectives such as attendees, vendors, etc., and offering recommendations to reduce costs  

• Providing standard and customized reports to clients at specified intervals  

• Being responsible for attending and participating in new project briefings and kick-off meetings   

• Attending multiple internal meetings with Client Services, Meeting Services, and other key personnel to discuss project status, etc.  

• Working on-site and leading the logistics team at large meetings to coordinate meeting logistics/ activities with Client Services, venue, and vendors, and offer assistance to team members  

• Reviewing and reconciling final invoices and pass-through costs within the mandated timelines  

• Tracking and preparing accurate attendee spend reports to comply with the Open Payment Guidelines  

• Maintaining ongoing dialog with the line manager and project team throughout the life of the program to evaluate progress and initiate the scope change process, if necessary  

• Negotiating the best available rates and contract terms with vendors for owned meetings such as hotel F&B, A/V, ground, etc.  

• Owning the budget (hours & OOP) on assigned meetings and advising the project team of the possible risks.  Discussing with the client the challenges and recommendations for correction  

• Identifying operational change opportunities to improve program execution or increase efficiency and/or decrease costs and elevating and owning the potential plan to management.  

• Thorough knowledge and experience of a client, being able to build a budget for a requested meeting based on provided parameters  

• Ability to represent position level on a pitch and explain the appropriate responsibilities to the potential client  

• May be responsible for the relationship of the key vendor for the meeting team, including negotiation and contract review.  

• If a people manager, being responsible for career development, training, and mentoring.  

• Direct report responsibility of forecasting hours and reporting of high/low risks to the VP  

• Maintaining and/or exceeding minimum billable utilization percentages for the position level  

• Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias.   

• All other duties as assigned  

PEOPLE LEADER  

People leaders must possess both the skills to effectively accomplish these tasks and the emotional intelligence to do so in alignment with our cultural values.  In addition to the critical management and leadership tasks listed above, this role also includes the following unique responsibilities:  

• Responsible for and oversee their respective department. 

• Interview, select and supervise the activities of the department staff; communicate interpret and discuss with team the company policies and procedures. 

• Determine job objectives, work methods and performance standards; review performance relative to departmental objectives discussion appraisal with each employee and performance; authorize and communicate salary changes, promotions, transfers, discipline, and discharge and administer all other personnel actions. 
   

EXPECTATIONS OF THE JOB: 

• Travel (35%) 

• Hours (40 hours per week, M-F). Meeting planner role for live meetings; will be required to work outside the standard hours, including evenings and weekends for live events.  

The above list reflects the general details necessary to describe the expectations of the position and shall not be construed as the only expectations that may be assigned for the position. 

An individual in this position must be able to successfully perform the expectations listed above.

Qualifications

WHAT ARE WE LOOKING FOR?

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES:

The requirements listed below are representative of the experience, education, knowledge, skill and/or abilities required.  

• Education: Bachelor’s degree or 8 years in a pharmaceutical hospitality role.  

• Experience and/or Training: Planning for live, virtual, or hybrid meetings; knowledge of hotel bookings and air travel  

• Licenses/Certificates: CMP (Certified Meeting Professional) is preferred but not required  

• Technology/Equipment: Cvent or another similar registration platform, Excel  
   

PREFERRED QUALIFICATIONS: 

• Education: Bachelor’s degree or 8 years in a pharmaceutical hospitality role.  

• Experience and/or Training: Planning for live, virtual, or hybrid meetings; knowledge of hotel bookings and air travel  

• Licenses/Certificates: CMP (Certified Meeting Professional) is preferred but not required  

• Technology/Equipment: Cvent or another similar registration platform, Excel  

PHYSICAL/MENTAL DEMANDS AND WORKING ENVIRONMENT: 

The physical and mental requirements along with the work environment characteristics described here are representative of those an individual encounters while performing the essential functions of this position. 

Office: While performing the essential functions of this job the employee is frequently required to reach, grasp, stand and/or sit for long periods of time (up to 90% of the shift), walk, talk and hear; occasionally required to lift and/or move up to 25 pounds. The noise level in the work environment is usually moderately quiet, with frequent interruptions and multiple demands.  

Additional Information

Patient Minded I act with the patient’s best interest in mind.

Client Delight I own every client experience and its impact on results.

Take Action I am empowered and hold myself accountable.

Embrace Diversity I create an environment of awareness and respect.

Grow Talent I own my development and invest in the development of others. 

Win Together I passionately connect with anyone, anywhere, anytime to achieve results.

Communication Matters I speak up to create transparent, thoughtful, and timely dialogue.

Always Innovate I am bold and creative in everything I do.

Our team is aware of recent fraudulent job offers in the market, misrepresenting EVERSANA. Recruitment fraud is a sophisticated scam commonly perpetrated through online services using fake websites, unsolicited e-mails, or even text messages claiming to be a legitimate company. Some of these scams request personal information and even payment for training or job application fees. Please know EVERSANA would never require personal information nor payment of any kind during the employment process. We respect the personal rights of all candidates looking to explore careers at EVERSANA.

EVERSANA is committed to providing competitive salaries and benefits for all employees. If this job posting includes a base salary range, it represents the low and high end of the salary range for this position and is not applicable to locations outside of the U.S.  Compensation will be determined based on relevant experience, other job-related qualifications/skills, and geographic location (to account for comparative cost of living). This role is eligible for hire in select U.S. locations based on business and operational considerations. For a full list of locations, visit eversana.com/careers. More information about EVERSANA’s benefits package can be found at eversana.com/careers. EVERSANA reserves the right to modify this base salary range and benefits at any time. 

From EVERSANA’s inception, Diversity, Equity & Inclusion have always been key to our success. We are an Equal Opportunity Employer, and our employees are people with different strengths, experiences, and backgrounds who share a passion for improving the lives of patients and leading innovation within the healthcare industry. Diversity not only includes race and gender identity, but also age, disability status, veteran status, sexual orientation, religion, and many other parts of one’s identity. All of our employees’ points of view are key to our success, and inclusion is everyone's responsibility.

Consistent with the Americans with Disabilities Act (ADA) and applicable state and local laws, it is the policy of EVERSANA to provide reasonable accommodation when requested by a qualified applicant or candidate with a disability, unless such accommodation would cause an undue hardship for EVERSANA. The policy regarding requests for reasonable accommodations applies to all aspects of the hiring process. If reasonable accommodation is needed to participate in the interview and hiring process, please contact us at applicantsupport@eversana.com.

Follow us on LinkedIn | Twitter