Job Description
Pay 30-40/h depending on experience
Position Summary:
Responsible for the successful organization of housing, registrations, and other logistics for Global & National and Meetings/Congresses as well as the execution of our presence at Regional and Local meetings specific to the Anterior Segment and Retina community. Partners with team members to ensure company objectives are achieved at key events/engagements. This position requires strong organizational skills, high attention to detail and the ability to work as part of a team as well as independently.
Essential Duties & Responsibilities:
- Review sponsorship opportunities at congresses and recommend level of support
- Define and manage registrations, meeting space, room block, catering, audio/visual, exhibits and decorating needs for congresses and meetings
- Participate in congress and meeting site visits, contract negotiations, and property recommendations for meetings
- Coordinate with outsourced resources, managing and communicating deliverable timelines throughout planning cycle
- Prepare comprehensive internal communication document prior to key congresses and meetings
- Manage contracts through legal and compliance approval, manage PRC submissions for congress deliverables.
- Lead the organization of precon meetings (logistics, agenda development, speaker slides)
- Housing & Logistics Management - This position necessitates team collaboration for registration, housing, and event support, with an emphasis on the following:
- Manage hotel room blocks for events with HQ participation
- Keep track of all deadlines associated with dropping rooms, adjusting pattern, assigning upgrades, and submitting any needed updates to hotels; resolve booking conflicts in a timely & accurate manner.
- Lead the build, design, testing, and launch of event registration and housing websites for internal communications
- Generate and prepare registration and housing reports
- Support logistical planning for all key meetings and events during congresses (invitations, registrations, securing meeting space, food/beverage/ AV needs, etc.)
- Assist with research and contracting of vendors in location of event
- Assist with securing restaurant reservations at event locations for team key activities
- Assist with researching and securing venues for special events
- Travel to attend conference or site planning visits as needed
- Help support/manage relationships with hotels, restaurants, and other vendors; to ensure requirements are met/communicated ahead of deadlines
- Participate in regularly scheduled, cross-functional planning meetings
- Ensure all meeting supplies are on hand and shipped to meeting location
- Manage budget and organize expenditures to ensure costs stay within budget; process all conference-related payments
- Regional/Local Portable Exhibit Management - This position necessitates team collaboration with stakeholders across the organization to provide the highest level of support for our presence at regional and local congresses
- Collaborate with external exhibit vendors to source services, including installation and dismantle labor, electrical, insurance, and furnishings
- Coordinate all logistics including space selection, staff registration, service orders, and shipping/receiving of exhibit materials
- Coordinate with outsourced resources, managing and communicating deliverable timelines throughout planning cycle
- Coordinate portable booth shipping schedule for regional and local meetings
- Train key staff/Leads on company policies and procedures for on-site presence at regional/local meetings
- Ensure assets are removed post-conference and shipped to next destination
- Work across multiple teams to coordinate and communicate deadlines
- Manage inventory of all trade show marketing assets and strategize to ensure availability of marketing assets for future shows
- Collect leads and keep report of IVERIC Bios engagement/experience at each event
- Documentation of all details for the meetings saved to The Hub
Education And/Or Experience:
- Bachelors Degree in Marketing or Communications or commensurate experience preferred
- 10+ years experience planning and managing events within the biotechnology or related fields, ideally with exposure to ophthalmology
- Meticulous attention to detail
- Experience with actively managing and tracking multiple complex projects simultaneously in a fast-paced environment. Flexible, supportive, adaptable to change, and can do attitude is crucial to success.
- Strong communication skills, relationship-building capabilities, and experience working in a cross-functional environment
- Solution-oriented teammate who brings a collaborative approach to working with internal colleagues and external partners
- Excellent technical skills, including fluency with Excel, PowerPoint, Word, Microsoft TEAMS; Cvent expertise strongly preferred
- Expert time management and organizational skills with the ability to adapt to a rapidly changing environment quickly and gracefully
Supervisory Responsibilities: No
Job Tags
Remote job, Contract work, Local area, Flexible hours,