Pharmaceutical Meeting Specialist

Job Description

Congress and Meeting Specialist

Operational excellence in our more than 200+ meetings and congresses planned annually is a US Immunology priority. The Meeting Specialist is responsible for supporting and overseeing the planning and projects to ensure they are completed in a timely fashion and within budget. Main projects to include advisory boards and speaker trainings meetings. This includes planning and managing project resources, budgets, monitoring progress, and keeping stakeholders informed the entire way are key aspects of this role. This role will support US Immunology Integrated Stakeholder Engagements

Job Summary

This position requires strong project management skills a process-oriented mindset and the ability to execute specific tasks. You will be interacting with key opinion leaders during the recruitment process and need to understand compliance guidelines for HCP meetings. Strong communication skills and the ability to quickly identify risk and provide short- and long-term solutions will be critical skills in this role. This position works directly with key internal teams in a highly matrixed environment. The ability to travel is essential.

Major Accountabilities

Primary responsibilities are focused on overseeing the logistical details of advisory boards and other meeting types (speaker trainings) which are managed by an external third party, the Agency of Record. Important aspects of the role include:

• Continuous monitoring to ensure the iPVU has a current and accurate list of planned meetings on the iPVU Calendar on TEAMs and the types of engagement activities associated with each meeting
• Recurring status reporting to key stakeholders, including meetings and written communications
• Assimilate disparate sources of information including email communication, live meetings and conference calls into a status sheet/tracker system
• Ensuring advisors have signed consultant agreements prior to advancing to the next step in their recruitment process
• Working with the logistics agency and travel agency to book the appropriate travel and escalate approvals when necessary
• Approving F&B, Hotel and other agreements based on UCB policies for medical meetings
• Leading process and systems that enable our ability to maintain timelines and ensure all activities and budgets are on track and moving forward

Position Qualification / Experience:

• Bachelor’s degree
• 6 – 8 years of medical meeting planning experience
• Preferably have their HMCC
• Experience with Outlook, PowerPoint, Word and Sharepoint
• Project management skills including: planning, organizational and communications skills, have strong executive presence and be able to work under tight timelines.
• Ability to organize, plan and prioritize work in a fast-paced and collaborative work environment.
• Experience establishing and maintaining an excellent relationship with key external and internal stakeholders
• Travel (~50 – 60%) to provide onsite logistics is required. This will include weekend and evening hours.
• Entrepreneurial mindset to enable impactful leadership in a mid-size structure; identifies opportunities and continuously seeks solutions that capture and increase the value to patients and to the organization.