Title: Sourcing/Meeting Planner
Duration: 6 Months
Location: Remote (Need to be located in Toronto for onsite client meetings)

Description:

Role Overview

• Meeting Manager function as primary client liaison and lead for assigned programs.
• Manage meetings and events through the implementation of strategy, delivery of objectives and execution of logistics, while effectively working with clients.
• Responsible for coordination of program planning from post contract execution to final billing.
• Work closely with client contact to understand and meet program objectives/outcomes.

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Roles & Responsibilities

Process Management

• Complete project timeline, establish a workflow schedule with client and suppliers to facilitate prompt and accurate handling of all program details.
• Utilize business program management system to manage program from contract turn-over meeting to final bill completion.
• Manage and negotiate any additional hotel needs, destination management company (DMC), air and all third-party contracts. Monitor attrition dates, cancellation policies and ensure contracted services are executed.
• Communicate between Information Technology support and clients for web requirements on assigned programs.
• Work with creative team to produce program materials.
• Coordinate and possibly attend site inspections as needed.
• Coordinate all program details and produce a program itinerary / working agenda that outlines all program specifics and requirements.
• May conduct program debrief with client.
• Work with accounting to complete final bill, review final billing prior to final invoicing to client.
• Maintain accurate records, system input, and complete file management as outlined in the framework and client policies and procedures.
• Partner with designated team to communicate registration and air needs, status meetings and continuous communication throughout program.
• Able to assist with any level of event including those of a complex nature, large volume, high level of confidentiality, international scope, etc.
• Source/Contract 3rd party suppliers

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Leadership and Relationship Management

• Maintain proactive, positive, open line of communication with client to ensure understanding of expectations and client satisfaction.
• Work closely with support departments to exceed client requirements and objectives.
• Partner with third party suppliers to arrange their services.
• Conduct regularly scheduled status meetings with client and stakeholders from pre-launch through program operation. Ensure program objectives are executed.
• May be requested to manage VIP, C-Level special projects and oversee VIP logistics/Incentives.
• Develop strong relationships with multiple contacts within client and supplier organizations.
• Review processes and offer solutions/additions as needed.

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Financial Management

• Responsible for accurate program forecasting and updating business management systems with accurate financial information as needed.
• Manage overall program budget, review and audit all program related billing for accuracy. Track and report expenses to clients and communicate changes on a consistent basis.
• May initiate and reconcile supplier payments.
• Work with leader to forecast overall program financials to ensure monthly tracking for actual spend.
• Monitor foreign exchange rates for sharp fluctuations which may impact the budget.

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Miscellaneous Responsibilities

• Work on special projects as assigned by the Director or Operations Manager.
• May require travel to destinations worldwide in support of client site inspections and/or program operations.
• Keep abreast of industry standards and trends related to responsibilities.
• Develop and maintain key client and supplier relationships.
• Develop and maintain knowledge of M&E technology and/or software solutions.
• Handle multiple projects/demands effectively.
• Position may require travel to domestic and international locations up to 30%.

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Requirements

Qualifications

• 3–5 years meeting planning experience required specifically for the pharmaceutical vertical.
• Knowledge of TOV and HCP management
• 4-year degree preferred.
• Ability to communicate effectively and professionally with all levels of management and clients.
• Ability to work accurately and timely – to meet deadlines.
• Ability to be flexible and handle change well.
• Experience with meeting industry technology required (CVENT)
• Advanced oral and written presentation skills required.
• 20% of travel; could be domestic and international.

 
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $ 31.00/hr.