Senior Meeting Manager

Job Title: Senior Meeting Manager

Reports to: SVP, Program Services

Location: Homebased, USA

Job Status: Full-time, Exempt

Job Summary: 

Clinical Education Alliance (CEA) is a global leader in providing innovative and impactful healthcare education, insights and communications, empowering healthcare professionals with the tools and resources they need to stay current and improve patient outcomes. CEA sets the standard for professional development with its commitment to scientific rigor, innovative formats, sophisticated marketing to drive healthcare professional awareness, and engagement techniques grounded in adult learning principles. With its expansive reach across the healthcare team, CEA drives healthcare excellence across the care continuum. 

This position provides senior level program and meeting management support for in-person, virtual, and hybrid medical education meetings including, but not limited to logistics, vendor coordination, budget management and reporting, and travel administration.

Job Responsibilities include the following, other duties and responsibilities may be assigned: 

• Independently manages the logistics planning and successful execution of a variety of in-person and virtual insights and engagement programs, including pre/post planning activities, budget management, venue sourcing and contract negotiations, travel reservations, meeting room sets, food and beverage, audio visual and production, rooming list, ancillary vendors, and post-program compliance tasks. 
• Provide overall meeting management and lead execution on-site support for virtual and in-person meetings, conference coverage, advisory boards, Activeer Nano’s, and ClinicalXchange, as needed.   
• Management of meeting expenses to align with overall budgetary needs. Review and reconcile final invoices and pass-through cost within mandated timelines.
• Provide vendor management oversight for virtual and in-person meeting needs, including status calls, scheduling, program material monitoring, promotional material requests and weekly, monthly, and ad hoc reporting. Monitor vendor deliverables in Company workflow system to ensure receipt of and compliance with program requirements. 
• Maintain accurate and detailed notes and files for reporting/status purposes. 
• Support faculty management efforts for virtual and in-person meetings, slide review scheduling, technology reviews, paperwork processing, and payment communication. 
• Work with team to draft copy including but not limited to meeting event landing pages, and final meeting logistics information.
• Manage sourcing of hotels, restaurants and unique venues for program and company event needs. Negotiate the best rates and contract terms to ensure cost savings and risk management. Review contracts for consistent date, location, and spacing needs prior to final authorization. 
• Manage and maintain housing blocks for program and company events, including coordination with staff and hotel contacts regarding reservation changes, confirmation distribution and payment processing. Work within the company's preferred travel platform to manage travel inquires/approvals and invoice reconciliations.
• Coordinate with program management in collecting, collating, inputting, and reporting specific data for outcomes reporting. 
• Provides coaching and mentoring to junior Meetings team members.
• Responsible for professionally representing CEA in an externally facing role to supporters, faculty, and healthcare professionals in a polished and flexible manner.
• Attends internal meetings to discuss project status and works closely with client experience/project teams to execute weekly timeline tasks.
• Maintain ongoing dialog with project team throughout life of the program to evaluate progress, and initiate scope change process, if necessary.

• Researches and connects with external networks to stay on top of trends and new tools in the event space, bringing those key learnings and recommendations back to the VP of Meetings and Events.

• Provides thoughtful strategic event recommendations and optimizations based on event performance and previous experience to increase efficiency and quality.

CEA Core Values:

Innovation – Creating, Leading Edge, Unique 

• Demonstrates an openness to new ideas or strategies and fosters an inclusive and supportive atmosphere. 
• Embraces new strategies with minimal support. 
• Bring innovative ideas forward for consideration. 

Passion – Driven, Focused 

• Share best practices with the team to support our mission: improve patient lives. 

Integrity – Credibility, Fairness, Quality, Accuracy, Trustworthiness 

• Creates tactical plans for activity/project vision. Able to articulate objectives, key challenges, and barriers to execute on time. 
• Demonstrates flexibility in working with others; readily recognizes when the current direction is inappropriate and quickly modifies approach to address changes, specific situations, or individual needs. 
• Identifies strengths and areas of development and is open to opportunities to maximize strengths and develop skills and competencies. 
• Holds oneself and others accountable for their contributions.  
• Proactively manages priorities to deliver on time and within budget. 

Team – Alliance of thoughtful people driven by our core values. 

• Models and influences others through continuous development of skill sets to add value. 
• Supports the team with understanding shifts in priorities and how to adjust to meet goals. 
• Establishes credibility and trusting and respectful working relationships. 
• Consistently impacts company and department goals. 

Job Performance Measurements This position will be measured on:

• Achievement of assigned Gross Margin % 
• Achievement of cost per meeting % reduction (combined)
• Achievement of attendee satisfaction % goal (combined)  

Qualifications: 

• BS/BA required within a relevant field; CMP designation preferred. 
• Minimum of 8 years of experience in the meeting planning industry, including delivery of in-person, virtual, and hybrid meetings.
• Minimum 2 or more years of experience in a management role in medical education events or pharmaceutical meetings preferred. 
• Experience creating and managing programs on virtual platforms, Zoom preferred.
• Knowledge of and skill in managing “program life cycles”
• Customer focused - Internal and External 
• Persuasive verbal and written communication skills, including the ability to communicate with precision and effectiveness to drive execution and foster innovation across levels and functions. 
• Personal qualities of integrity, credibility, and commitment to the Learner Experience 
• Strong attention to detail, highly organized, with good time management skills
• Creative problem-solving skills and a resourceful, solutions-oriented positive attitude are essential. Flexibility is required.  
• Highly motivated and proactive, strong analytical and critical thinking skills 
• Ability to work well under pressure with strong multi-tasking skills. 
• Self-motivated and able to work effectively both independently and as part of a team.
• Successful performance in a cross-functional team environment with natural affinity for working collaboratively across teams, cultures, and experience levels. 
• Demonstrated proficiency in hotel contract negotiations. 
• Highly proficient in Microsoft Office Suite and ability to learn new technology platforms. 
• Ability to work well with minimum supervision and adapt to changing priorities.
• Ability to travel domestically as required as public health conditions permit; up to 25% 
• Ability to work non-traditional hours such as early mornings, evenings, and weekends. 
• Position is remote, proven ability to work from home is a plus.

This job description should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions and perform other related duties as may be required by their supervisor. 

Clinical Education Alliance and its subsidiaries provide Equal Employment Opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other non-merit factor.