Meetings and Events Manager

Pittsburgh, PA, USA|Remote

Job Overview

Work Schedule

Standard Hours

Benefits

Health Insurance

Dental Insurance

Paid Time Off

remote work

Professional Development

Travel reimbursement

flexible schedule

Job Description

This position is offered by a leading organization specializing in pharmaceutical meetings and events management. The company operates extensively across the US East Coast and offers remote work options, optimizing flexibility for its team members. This role is a 12-month contract with the potential for extension, indicating a preference for experienced professionals who can demonstrate adaptability and long-term collaboration potential.

As a Meetings and Events Manager, you will play a critical role within the broader Meetings & Events Operations Team, supporting local, regional, and global meetings. The scope of the role spans internal meetings such as Sales Meetings, Training sessions, and Functional Meetings, supporting up to 250 participants. Moreover, the scope includes the planning and execution of complex and external pharmaceutical-related meetings like Commercial, Medical, and Clinical Advisory Boards, Healthcare Professional (HCP) Summits, and Investigator Meetings. The role demands a strategic approach to meeting management, covering the entire lifecycle from venue sourcing to post-event reconciliation.

The role requires keen negotiation skills in hotel and venue contracting, budget management, and oversight of meeting planning agencies. Responsibilities include managing meeting strategies, working within cross-functional partnerships involving Compliance, Finance, and Travel departments, and ensuring adherence to approved policies. The Meetings and Events Manager has the accountability to maintain meeting budgets, manage contract documentation within the CVent event management platform, and oversee compliance with industry standards, particularly regarding HCP spend limits and approvals.

Your contribution will also involve driving change management to embed new policies around venue management and event processes, ensuring continued alignment with evolving global standards. Given the critical nature of this role, a high level of organizational skills, attention to detail, and proficiency in managing complex projects independently or collaboratively is necessary. Travel for event management duties is required, approximating 30% of the role, highlighting the importance of flexibility and the need to be present on-site for key meetings.

This role is ideal for candidates possessing strong communication skills, a pro-active approach, and the ability to manage confidential information discreetly. Familiarity and proficiency with MS Office and CVent software are essential. The ability to work effectively under pressure and within a dynamic environment is key to success. Given the pharmaceutical setting, a strong understanding of HCP requirements and pharmaceutical meeting management is critical. This position not only emphasizes operational excellence but also strategic partnership and compliance, ensuring all meetings are executed to the highest standards.

Job Requirements

Bachelor’s degree or equivalent in event management, hospitality management or related field
5-8 years of relevant meetings and events management experience
minimum 3 years in pharmaceutical meeting management
proficiency in CVent and MS Office software
ability to manage budgets, contracts and negotiations
strong organizational and project management abilities
excellent communication and interpersonal skills
ability to work under pressure and manage sensitive situations with discretion
willingness to travel up to 30% for event management
fluency in English

Job Qualifications

Bachelor’s degree in event management, hospitality management or related field
minimum 5-8 years of experience managing meetings up to 250 participants
at least 3 years of pharmaceutical meeting management experience including advisory boards, investigator meetings and clinical meetings
good understanding of healthcare professional (HCP) requirements
proficiency in budget management, forecasting, contract negotiation and cost analysis
proficient with MS Office (Word, Excel, PowerPoint, Outlook) and CVent event management software
strong project management skills
ability to work independently or as part of a team
highly organized and detail oriented
excellent communication skills
ability to handle confidential information discreetly
proficiency in English reading, writing, and speaking

Job Duties

Manage and execute meetings and events with participants for up to 250 people for internal meetings such as sales meetings, training sessions, functional meetings and any other internal meeting assigned
manage external and complex meetings such as commercial, medical and clinical advisory boards, HCP summits, investigator meetings
manage meeting strategies, sourcing, planning and execution including venue sourcing, hotel negotiations, pre-planning activities, budgeting, on-site event management, post event reconciliation and oversight of meeting planning agencies
work cross-functionally with compliance, finance, travel and other stakeholders to conduct meetings and events according to policies and processes
manage meeting budgets, meeting reconciliation, spending and contract documentation within the CVent platform
support the meetings and events team and client functions in change management for new policies and processes
ensure all required approvals are in place and adhered to, including HCP spend limits
manage meeting processes within the CVent platform from sourcing, registration, budget management, TOV reporting, commission collection and meeting reconciliation
maintain accuracy and compliance for all managed events
perform assigned tasks related to meetings and events as directed