Location: Fridley, MN
Duration: 12-24 months

Position Description

Responsible for planning, implementing, evaluating and supporting on site at meetings (when needed), labs and/or side meetings in support of the field development and marketing strategies as defined by management. In this role, the specialist coordinates every detail of the program, labs, and meetings, ensuring that all activities are following the Sunshine Act, AdvaMed, and Corporate BCS.

Position Responsibilities

  • Establish and execute on project plans of all planning activities related to all field development and specialty events (i.e. programs, meetings, labs), submitting all necessary meetings related paperwork in a timely manner and according to schedule.
  • Identify and select prospective meeting sites, which may be hotels, conference centers or similar, ensuring meeting dates meet the needs for event including meeting and breakout space, lodging, food and beverages, telecommunications, audio-visual requirements, transportation, and any other necessities.
  • Negotiates contracts with facilities and suppliers, arranging for hotel accommodations, meeting facilities, and travel arrangements as appropriate
  • Prepares, and manages a detailed budget, ensuring accurate forecasting what each aspect of the event will cost (i.e. catering, shipping, production) ensuring that the event meets income goals. Reporting as appropriate
  • Organize all planning activities related to the field development/specialty events, which include arranging support services, coordinating with the facility, preparing the site staff for the meeting, and setting up all forms of electronic communication needed for the meeting or convention, such as e-mail, voice mail, video, and online communication as required.
  • Develop hotel rooming lists and registration lists and other similar organizational reports or lists.
  • Coordinate the preparation of detail requirements of the programs such as registration site, name badges, coordinate lodging reservations, and arrange transportation.
  • Ensure all necessary supplies are ordered and transported to the meeting site on time, that meeting rooms are equipped with sufficient seating and audio-visual equipment, and that all materials are printed.
  • Coordinate all aspects of shipping as required.
  • On-site management of meetings as required.
  • Establish and maintain relationships with vendors, physicians, internal partners etc
  • Ensure client’s meeting/lab activities are following Sunshine Act, AdvaMed, Corporate BCS, and all work/quality procedures.

Basic Qualifications

  • Bachelors degree and 2+ years experience in meeting planning.
  • Excellent written and verbal communication skills.
  • Ability to be detail-oriented with excellent organization skills.
  • Able to multi-task, meet deadlines and maintain composure under pressure in a fast-paced environment.
  • Excellent planning, organizational and time management skills.
  • Computer skills (MS Word, Excel, PowerPoint)
  • Ability to travel

 

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