Associate Manager Events Management - FSP

When our values align, there's no limit to what we can achieve.
 
At Parexel, we all share the same goal - to improve the world's health. From clinical trials to regulatory, consulting, and market access, every clinical development solution we provide is underpinned by something special - a deep conviction in what we do.

Each of us, no matter what we do at Parexel, contributes to the development of a therapy that ultimately will benefit a patient. We take our work personally, we do it with empathy and we're committed to making a difference.

Parexel FSP is hiring an Associate Meeting Manager to join the Meeting Management team within the Project Management Office (PMO).  The Meeting Management team is highly visible and will work closely with senior leadership and demands extensive customer service skills, a high level of professionalism and willingness to handle all planning and administrative details of meetings and events to ensure flawless execution. The ideal candidate must be comfortable in a challenging and fast paced atmosphere where prioritizing and multi-tasking are the norm. Attention to detail, creativity and first-class organizational skills are mandatory. This position will work in a team environment under the guidance of a Senior Meeting manager to produce events, meetings and additional projects as required.

JOB DUTIES:

• Drive and/or Support Senior Meeting Manager based on meeting complexity to:
• Assist with any level of event including those of a complex nature, large volume, high level of confidentiality, etc.
• Define and create proposals for meeting structure, agenda, and approach
• Lead a working group inclusive of other client business functions and administrative staff to ensure successful execution of all meeting events
• Conduct regularly scheduled status meetings with clients and stakeholders from pre-launch through program operation.
• Complete project timeline; establish a workflow schedule with client and suppliers to facilitate prompt and accurate handling of all program details.
• Coordinate program details and produce a program itinerary / working agenda that outlines all program specifics and requirements.
• Work with creative team and the business to produce program materials.
• Oversee and facilitate key-note speaker identification and selection
• Develop and issue vendor/supplier contracts, submit RFPs (as necessary), create, and maintain budgets, track invoices and complete budget reconciliation
• Research and secure appropriate meeting locations and venues; coordinate and attend site inspections
• Establish and maintain relationships with vendors and venues
• Communicate between Information Technology support and clients for virtual requirements on assigned programs.
• Manage aspects of conference registration, confirmation, and cancellations, work directly with registrants on problems and inquiries
• Develop catering plans and menus as appropriate
• Identify and secure entertainment as appropriate
• Oversee supplies, meeting giveaways ordering and packing/shipping of event materials
• Manage event communications inclusive of post-conference evaluations
• Create and analyze online evaluations and prepare post-event reports
• Serve as onsite point of contact for event participants
• Coordinate travel, lodging and expenses for participants traveling to meetings (as appropriate)
• Responsible for accurate program forecasting, managing overall program budget, reviewing and auditing all program billing for accuracy
• Program debrief with client and vendors to identify areas of success and potential areas for further optimization for subsequent events
• Evaluate program impact and reassesses objectives and outcomes; plan for continuous improvement.
• Keep abreast of industry standards and trends related to responsibilities
• Develop and maintain knowledge of technology related to responsibilities

JOB REQUIREMENTS:

• Bachelor's degree
• 6 years of relevant experience and a minimum of 5 years meeting management experience required.
• Communication and Interpersonal Skills: Event Managers are required to network with a wide variety of entities.
• Financial Savvy: Keeping costs within the allocated budget will require a degree of financial skill as well as the ability to create accurate reports.
• Logistics Management:  Logistic Management is required to properly plan the details and anticipate potential problems that may arise.
• Excellent Organizational Skills and Ability to Multi-Task Under Pressure: Organization is a crucial skill. Many tasks need to be completed simultaneously.
• Expert Time management Skills: Ability to prioritize work and manage time wisely.
• Problem-solving:  Think on their feet and solve problems as they arise.
• Creativity/ Out of the Box Thinking: Integrate originality and imagination into events to ensure they are meaningful and inspired.
• Team Leadership: Event Managers carry out many tasks on their own, but a major aspect of the job is working with a team and ensuring everyone has what they need to do their job.

EEO Disclaimer
Parexel is an equal opportunity employer.  Qualified applicants will receive consideration for employment without regard to legally protected status, which in the US includes race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.