Meeting Event Manager II

Maritz - Philadelphia, PA

Part-time - Mid Level

Philadelphia, PA

Professional, Scientific, and Technical Services

About the position

As a Meeting Event Manager II at Maritz Inc., you will serve as the primary client liaison and team leader for assigned programs and events, specifically within the Pharma and Life Sciences sectors. This role is crucial for managing the overall coordination and execution of entire programs/events from an operational perspective. You will be responsible for ensuring that all program planning is executed flawlessly while providing unparalleled levels of customer service. Your primary responsibility will include managing client budgets, forecasting budget variations, and ensuring that all aspects of the event meet the client's expectations and business objectives. The scope of this position will vary depending on the assigned account or program, requiring flexibility and adaptability. You will manage program/event budgets, ensuring that all financial aspects are monitored and reported accurately. This includes negotiating contracts with suppliers, managing relationships with Destination Management Companies (DMCs), and ensuring that all contracted services are executed as planned. You will also coordinate site inspections and communicate registration and air travel needs as necessary. In this role, you will independently interface with day-to-day client contacts, maintaining proactive communication to ensure program objectives are met. You will oversee project teams during the development, production, and quality assurance phases of event management, ensuring that all deliverables are met on time and within budget. Onsite, you will provide leadership and support to clients, suppliers, and facilities, ensuring that all functions occur as planned while monitoring service levels and resolving any challenges that arise. Your expertise in Pharma and Life Sciences meeting/event management will be essential in developing initial budgets for assigned programs and managing the overall program/event budget. You will also be responsible for tracking and reporting changes, initiating supplier payments, and managing client invoicing. This position requires a strong ability to handle multiple projects and demands effectively, along with excellent communication and presentation skills.

Responsibilities

• Outlines deliverables for assigned Pharma and Life Sciences programs/events.
• Completes overall project timeline and budget; facilitates prompt and accurate handling of all details.
• Manages and negotiates items such as supplier relationships, audio-visual, general service contracting, hotel, DMC, air, and all third-party contracts.
• Monitors attrition dates, cancellation policies, and ensures contracted services are executed.
• Coordinates and attends site inspections.
• Communicates registration and air needs as necessary.
• Facilitates working sessions with clients and Division stakeholders.
• Gives clear direction to project team about the clients' needs, expectations, business rules, and objectives.
• Manages overall project financials, monitors project expenses and budget, and participates in financial reviews.
• Responsible for program and/or internal supplier revenue forecasting and updating business management systems with financial information.
• Manages overall program/event budget, communicates changes to Sales/Account Management contact and client.
• Manages supplier products and services by negotiating pricing, contract terms, and service offerings through RFP, bid analysis, and recommendations to client.
• Responsible for tracking and reporting changes, initiating supplier payments, client invoices, and project change orders.
• Manages positive net funding on assigned programs and works with accounting to complete final bill.
• Communicates clients' needs and monitors supplier service delivery.
• Reviews final billing prior to final client invoicing.
• Manages assigned programs/events to meet or exceed specified account profitability target margins.
• Independently interfaces with day-to-day client contact, ensuring program objectives are executed.
• Maintains proactive, positive, open line of communication between client and Sales/Account Management.
• Oversees project teams during the development, production, and quality assurance of deliverables in event management area.
• Authors and maintains standard process and event specifications documentation for the project team and client.
• Updates and manages the timeline of deliverables for the project or change for the client and monitors the project status.
• Conducts regularly scheduled status meetings from pre-planning through program operation, and ongoing programs, with client and Division stakeholders.
• Acts as team leader, communicates program requirements to team.
• Provides onsite leadership and support to clients, suppliers, and facilities to ensure all functions or programs occur as planned while monitoring service levels.
• Anticipates and resolves challenges onsite, managing and directing other team members when serving as the lead.
• Helps manage or limit client liabilities, acting as the main client contact point regarding operational issues, escalations, concerns, and responses.
• Works with third-party suppliers to arrange services provided by them.
• Manages VIP special projects and oversees VIP logistics.
• Participates in the development and creation of proposals and deliverables on renewal business as required.

Requirements

• Bachelor's degree or equivalent experience required.
• Minimum 3+ years of experience in Pharma or Life Sciences meeting/event planning (including incentives, association, corporation) or hotel catering, convention, sales experience required.
• Pharma or Life Sciences meeting experience is required.
• HMCC preferred.
• Strong knowledge of program/event management and budget maintenance.
• Exposure to project planning/forecasting financial implications.
• Prior successful experience in developing and maintaining key client relationships.
• Professional oral presentation and writing skills required.
• Prior experience in effectively handling multiple projects/demands.
• Excellent computer skills, knowledge of Microsoft Office tools & ability to learn new technology quickly.
• Ability to travel 30% of time required.

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance