Pharma Event Manager - Internal Meetings

Ita Group - West Des Moines, IA

Full-time - Mid Level

West Des Moines, IA

Professional, Scientific, and Technical Services

About the position

The Event Manager - Internal Meetings is responsible for coordinating pharmaceutical meetings, including Sales Meetings, Regional POAs, National POAs, Launches, Leadership Meetings, and Incentives for Life Sciences clients. This role involves leading a multi-functional team to ensure quality control, adherence to timelines, and effective communication with clients and team members. The Event Manager also manages budgets, negotiates contracts, and provides strategic recommendations to enhance program performance.

Responsibilities

• Lead the development, implementation, and execution of operational plans for assigned programs.
• Direct a multi-functional team of subject matter experts to support client programs and maintain consistency in timelines and quality control measures.
• Review, proof, and approve all deliverables sent to the client, including proposals and reports.
• Facilitate team meetings to ensure effective program development and operations.
• Provide regular client updates regarding program status and timelines.
• Foster team building and resolve account-level issues raised by clients or the internal team.
• Establish clear expectations with client stakeholders regarding program objectives.
• Confirm program pricing through signed contractual agreements with suppliers.
• Manage program budget and control cash flow from clients to suppliers.
• Negotiate land arrangements to offer competitive pricing while maintaining profit margins.
• Conduct a Post Program Review Meeting with the internal team after each program.
• Assist in conceptualizing and researching destination and hotel recommendations for future programs.
• Alert team members to cross-selling opportunities with assigned clients.
• Utilize Salesforce.com to update information according to opportunity workflow.
• Track time through the labor tracking system and monitor program labor hours.

Requirements

• Bachelor's degree in Business, Liberal Arts, Public Relations, Communications, or Event Management preferred.
• Three years of experience in the group travel industry or two years in ITA Group's Event Management division.
• Experience with Life Sciences event planning for US-based and International Incentives.
• Willingness to travel for site visits and program operations.
• Experience managing attendees from multiple countries with varying guidelines.
• Strong organizational skills and ability to manage multiple projects.
• Effective communication and relationship-building skills, including business writing and client presentations.
• Proficiency in Microsoft PowerPoint, Word, and Excel; experience with Teams and Zoom preferred.
• Knowledge of financial principles and experience in preparing budgets.
• Experience in negotiations in a business environment.
• Excellent human relations skills and ability to be flexible and sensitive to needs.

Nice-to-haves

• Experience with Project Management Software, Visio, and CRM systems.
• Ability to generate enthusiasm and dedication to support team members.

Benefits

• Equal Opportunity Employer
• Consideration for reasonable accommodations for qualified individuals with disabilities