Sourcing/Meeting Planner

Summary:

• Duration: 06 Contract Position
• Work Mode: 100% Remote Position
• Location: Toronto

Responsibilities:

• Function as primary company liaison and lead for assigned programs.
• Manage meetings and events through the implementation of strategy, delivery of objectives, and execution of logistics.
• Coordinate program planning from post-contract execution to final billing.
• Complete project timeline and establish a workflow schedule with company and suppliers.
• 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.
• Communicate between Information Technology support and company for web requirements on assigned programs.
• Work with the 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.
• Conduct program debrief with company when necessary.
• Work with accounting to complete final bill and review final billing prior to final invoicing to the company.
• Maintain accurate records, system input, and complete file management.
• Partner with designated team to communicate registration and air needs, status meetings, and continuous communication throughout the program.
• Assist with events of a complex nature, large volume, high level of confidentiality, international scope, etc.
• Source/Contract third-party suppliers.
• Maintain proactive, positive, open line of communication with the company to ensure understanding of expectations and company satisfaction.
• Partner with third-party suppliers to arrange their services.
• Conduct regularly scheduled status meetings with the company and stakeholders from pre-launch through program operation.
• Develop strong relationships with multiple contacts within company and supplier organizations.
• Review processes and offer solutions/additions as needed.
• 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 the company and communicate changes consistently.
• Initiate and reconcile supplier payments when necessary.
• Work with the 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.
• Work on special projects as assigned by the Director or Operations Manager.
• May require travel to destinations worldwide in support of company site inspections and/or program operations.
• Keep abreast of industry standards and trends related to responsibilities.
• Develop and maintain key company 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%.

Requirements:

• 3-5 years of meeting planning experience required specifically for the pharmaceutical vertical.
• Knowledge of TOV and HCP management.
• Ability to communicate effectively and professionally with all levels of management and companies.
• 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.

Preferred Skills:

• 4-year degree preferred.