Associate Director – Meeting Services

This is a fully remote position, open to applicants in New York.

📋 Description

• Oversee program logistics, which encompasses venue or site selection, contract negotiations, travel arrangements, catering, meeting room configurations, audio-visual and production needs, hotel rooming lists, ground transportation, and additional vendor management.

• Independently plan, organize, and execute high-quality virtual events featuring multimedia elements.

• Set up virtual platforms, liaise with technology vendors, schedule and conduct rehearsals, and assist attendees and clients with connection or basic technical issues.

• Create and customize registration websites and recruitment material templates, coordinating their distribution to attendees.

• Ensure the quality of client materials and develop best-practice protocols as necessary.

• Manage program recruitment and attendee relations.

• Review and approve meeting specifications while suggesting cost-saving measures.

• Provide both standard and customized reports for clients.

• Participate in project briefings, kick-off meetings, and internal project-status discussions.

• Work on-site and lead logistics teams during large meetings, collaborating with Client Services, venues, and vendors.

• Review and reconcile final invoices along with pass-through costs.

• Monitor and prepare attendee spending reports to comply with Open Payment Guidelines.

• Maintain communication with the line manager and project team, assess progress, and propose scope changes when necessary.

• Negotiate vendor rates and contract conditions.

• Take ownership of assigned meeting budgets, identify risks, and advise project teams and clients on corrective measures.

• Identify operational enhancements to boost execution, efficiency, or reduce costs, and present plans to management.

• Develop meeting budgets according to client parameters and represent the role in pitches.

• Manage key vendor relationships when designated.

• If responsible for managing personnel, oversee career development, training, mentoring, forecasting, and risk reporting for direct reports.

• Maintain or exceed minimum billable utilization rates.

• Show commitment to diversity, equity, and inclusion.

⛳️ Requirements

• Bachelor’s degree or 8 years of experience in a pharmaceutical hospitality role.

• Proven experience in planning live, virtual, or hybrid meetings.

• Familiarity with hotel bookings and air travel.

• Experience using Cvent or a similar registration platform.

• Proficiency in Excel.

• CMP (Certified Meeting Professional) certification is preferred but not mandatory.

• Capacity to work 40 hours per week, Monday through Friday.

• Willingness to work evenings and weekends for live events.

• Willingness to travel up to 35% of the time.

• Ability to reach, grasp, stand, sit for extended periods, walk, talk, and hear.

• Capability to occasionally lift or move up to 25 pounds.

🏝️ Benefits

• Option for remote work.

• Competitive salary and benefits package.

• Travel opportunities (35%).

• Initiatives focused on diversity, equity, and inclusion.

• Opportunities for professional development, career growth, training, and mentoring.

• Reasonable accommodations during the hiring process for qualified applicants with disabilities.