Full-Time Associate Director, Meeting Services
EVERSANA is hiring a remote Full-Time Associate Director, Meeting Services. The career level for this job opening is Manager and is accepting Chicago, IL based applicants remotely. Read complete job description before applying.
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Associate Director, Meeting Services
Manages team members or leads clients under VP supervision.
Responsible for achieving financial objectives, forecasting hours and pass-through costs.
Leads planning meetings and manages logistics projects, focusing on medical congress work.
Coordinates with agencies for sponsorship buys and manages entire congress lifecycle.
Manages program logistics (venue, contracts, travel, food, etc.).
Plans and executes high-quality virtual events with multimedia components (platform configuration, technology vendor management, rehearsals, attendee management).
Builds and customizes registration websites and materials, coordinates distribution.
Ensures quality control of client materials and develops best practices protocols.
Manages program recruitment and attendee management.
Reviews meeting specifications, offers cost reduction recommendations.
Provides standard and customized reports.
Attends project briefings and kick-off meetings.
Works onsite for large meetings, coordinates logistics with clients, venue, and vendors.
Reviews and reconciles final invoices and pass-through costs.
Tracks attendee spend reports.
Maintains ongoing dialog with manager and project team.
Negotiates rates and contract terms with vendors.
Owns assigned meeting budget.
Discusses challenges and recommendations with clients.
Identifies operational change opportunities.
Builds budgets based on parameters.
Represents position on pitches.
Manages key vendor relationships.
Provides career development, training, and mentoring to direct reports.
Forecasts hours and reports risks to VP.
Maintains and exceeds minimum billable utilization.
Demonstrates commitment to DEI.
Experience Requirements:
Bachelor's degree or 8+ years in pharmaceutical hospitality.
Experience planning live, virtual, or hybrid meetings.
Knowledge of hotel bookings and air travel.
Cvent or similar registration platform experience.
Experience with Trade Shows, Convention, or Congress planning, including associations, sponsorships, symposia, product theaters, and onsite support.
Understanding of show services, budgeting, expense submission, and order closure.
Managing large group bookings through housing bureaus is desirable.
Producing a congress activity deck and coordinating with agencies and stakeholders.
Travel: Up to 35% for live meetings.
Compensation: $76,000 - $113,000 (US only). Determined by experience and location.