Meeting & Convention Planner

Employment Type: Full Time

Date Posted: 9/10/2024

Location: Fort Worth, TX

Pay Range: $65000.00 - $75000.00 per Year

Job Number: JO-2409-2492

Primary Function

Responsible for all aspects of planning US and Global commercial meetings and conventions, ensuring each program is executed in accordance with corporate, industry and federal/international regulatory and compliance guidelines. Program responsibility typically includes high profile programs with frequent, direct interaction with physician customers and key internal personnel; incumbent will be expected to manage multiple programs simultaneously and will also be expected to travel to programs.

The role sits on the main Campus in Ft. Worth, TX, working within the Meetings and Conventions (M&C) team. In addition to key accountabilities, Associate will have an opportunity to interact with our company’s senior management, various departments and outside vendors. Incumbent will learn about the ophthalmic and optometric business and gain excellent visibility to functions/opportunities at the home office.

Duties & Responsibilities

• Responsible for all aspects of meeting planning for domestic and/or international meetings and conventions (could be high profile and complex) to include design and execution of sponsored exhibits, symposium, advisory boards, physician speaker/device trainings, medical device training labs, mobile demonstration events, and other programs requiring knowledge of Optometric and Ophthalmic business and eye care pharmaceuticals, equipment, disposables, and implantable devices. Coordinating all logistical aspects including attendee registration and management, ground transportation, air travel, hotel accommodations, audio visual needs, meeting collateral, vendor management, and shipping of corporate assets, collaboration with internal functions as needed.

• Responsible for registration initiatives, including the development, design, and proofreading of all digital and print materials for internal and external communication. This includes invitations/brochures, event registration web sites using CVENT, all meeting related communications (emails and text messages) for both internal and external customers. Ensuring all materials meet company and industry requirements for promotional materials.

• Responsible for ordering equipment, samples and supplies, coordinating installation and training with internal teams including: Tech Support, Customer Service, Marketing, Training, Operations, Research and Development and other internal teams.

• Ensuring each event is executed in accordance with corporate and AdvaMed/Pharma guidelines for events and for interacting with Health Care Providers (HCP).

• Facilitate and attend planning meetings with stakeholders and internal customers.

• Maintain accurate meeting data in meeting management system and adherence to department working practice documents. Sharing event related reports and generating event communications including email and text. Help facilitate meeting surveys and post event reports. Ensuring attendee/stakeholder feedback from program is collected and results shared with Meetings and Conventions management and relevant stakeholders.

• Responsible for generating and sharing event related communications, surveys, and reports from CVENT. Ensuring attendee feedback from program is collected and results shared with team management and relevant stakeholders.

• Incumbent will work on negotiation, selection and procurement of services, resources, facilities, and vendors, applying cost-saving measures. Ability to source event locations that will accommodate the program needs including delivery, installation, and use of equipment, to support wet labs, demonstrations, and device training programs. Review and approve contracts, letters of agreements, service agreements within grant of authority, and submit all contracts in the legal contract management system.

• Develop program budgets and maintain budget accountability. Responsible to pay all meeting-related expenses and track all expenses in CVENT. Accountable for budget analysis and timely reporting to budget owners and management. Incumbent is also responsible for tracking transfers of value to healthcare professionals in accordance with state and federal reporting requirements.

• Provide on-site management for commercial programs and meetings which include travel and overnight stays, often on weekends. Travel is approximately 25% of the role.

• May coach other Coordinators and Planners and may partner with other Planners on larger programs for a shared planning experience.

Skills & Qualifications

• Action Oriented: Readily takes action in challenging situations; identifies and seizes new opportunities; displays a can-do attitude at all times.

• Optimizes Work Processes & Resources: Identifies and creates processes necessary to get work done; Optimizes available resources (people, funding, materials, support); Seeks ways to improve processes

• Customer Focus: Gains insight into customer needs and executes beyond customer expectations; builds and delivers solutions that meet/exceed customer expectations; establishes and maintains effective customer relationships. This is true for BOTH internal and external customers.

• Ensures Accountability: Acts with a clear sense of ownership; takes personal responsibility for decisions, actions, and failures; follows through on commitments.

• Plans & Aligns: Planning and prioritizing work to meet commitments aligned with program goals; uses milestones to diligently track and manage progress; develops implementation plans to appropriately allocate meeting resources

• Communication and Collaboration: Provides timely, accurate and clear communication to others; Partners with others to get work done; Gains trust and support of others to achieve shared objectives.

• Business Insights: Applying knowledge of business and the marketplace to advance the organization’s goals.

• Tech Savvy: Anticipating and adopting innovations in business-building digital and technology applications.

• Communication (written and oral) with all levels of management

• Negotiation and procurement

• Budgeting and financial analysis

• Organizational and time management skills

• Self-development and awareness

• Understand the Meeting and events industry

• Knowledge of Optometric and Ophthalmic Business

• Event promotion & recruitment

• French not required, but preferred

Education & Experience

• Bachelor’s Degree or equivalent years of directly related experience (or high school +8 yrs; Assoc.+4 yrs)

• Minimum: 3 years of meeting planning experience

• Preferred: 3+ years of meeting planning experience within Ophthalmic pharmaceutical/medical device industry

To Apply

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Diversity Inclusion & Customer Service Statement

TeamPeople, a division of System One, is an organization dedicated to providing superior customer service. Outstanding customer service encompasses everything from performing the technical, creative and operational aspects of our jobs to the best of our ability, to going the extra mile to assist our customers and colleagues in any way. TeamPeople not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

We respect, value and celebrate the unique attributes, characteristics and perspectives that make each person who they are. We also believe that bringing diverse individuals together allows us to collectively and more effectively address the issues that face our customers. It is our aim, therefore, that our partners, strategies and investments reflect these core values. TeamPeople is dedicated to providing superior customer service and is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

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