At EVERSANA, we are proud to be certified as a Great Place to Work across the globe. We’re fueled by our vision to create a healthier world. How? Our global team of more than 7,000 employees is committed to creating and delivering next-generation commercialization services to the life sciences industry. We are grounded in our cultural beliefs and serve more than 650 clients ranging from innovative biotech start-ups to established pharmaceutical companies. Our products, services and solutions help bring innovative therapies to market and support the patients who depend on them. Our jobs, skills and talents are unique, but together we make an impact every day. Join us! 

Across our growing organization, we embrace diversity in backgrounds and experiences. Improving patient lives around the world is a priority, and we need people from all backgrounds and swaths of life to help build the future of the healthcare and the life sciences industry. We believe our people make all the difference in cultivating an inclusive culture that embraces our cultural beliefs.  We are deliberate and self-reflective about the kind of team and culture we are building. We look for team members that are not only strong in their own aptitudes but also who care deeply about EVERSANA, our people, clients and most importantly, the patients we serve.   We are EVERSANA.

THE POSITION:

VP, Meeting Services is responsible for the overall management of the Meeting Services team Responsible for achieving financial objectives by forecasting staff levels, accurately forecasting hours and pass through costs on all projects and preparing annual operating budget. Accountable to contribute and supervise both strategically and tactically on all accounts, as appropriate for Meeting Services.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Lead bi-coastal Meeting Services team that provides meetings planning strategy and logistics execution to EVERSANA INTOUCH and EVERSANA. Team responsible for delivering a wide range of live and virtual meetings for clients including speaker bureau, congress meetings/support, symposia, advisory boards/steering committees, NSMs, POAs, training meetings (speaker/MSL/Rep), large forums/summits, etc. Target audiences can include HCPs, patients, APPs, caregivers, payers, pharmacists, etc.
 

Meeting Execution & Customer Service

• Ensure teams deliver top notch customer service and flawless meeting logistics services across all clients/projects
• Ensure meetings are coordinated and planned within the allocated budget and notify project team of any anticipated overages in time and costs
• Participate and collaborate in master planning sessions with project teams
• Management of project teams to assigned and budgeted labor hours by job and position level, to ensure minimum standards of job profitability
• Maintain ongoing clear dialog with project team throughout life of the program to evaluate progress and respond to any changes in the scope of the program 
• Ensure that meeting services team is consistently meeting client expectations in relation to product, time deadlines and budgets
• Act as strategic meeting planning lead on key accounts, as needed
• When on-site at a meeting, work as liaison between Client Services, Meeting Services, Venue & Vendors

Process and Operations Oversight

• Oversee coordination of team and project assignments
• Work with the operational management team to develop the facilitation of greater efficiencies leading to greater process
• Seek, identify, train and implement operational systems that provide added efficiencies and productivity for the department
• Maintains and/or exceeds department minimum billable utilization percentages for position levels and ensures team compliance
• Responsible for the development, implementation and management of department standard operating procedures and adherence to standard operating procedures by team members
• Monitor staff utilization and workload capacity
• Responsible for accurately forecasting of hours for contracts and managing same during program execution
• Routinely assess vendors for efficiencies and appropriate fit
• Create and maintain staffing models, job descriptions, assess and allocate resources appropriately
• Ensure that all processes are adhered to and followed by teams
• Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications; establishing personal network; benchmarking state-of-the-art practices participating in professional organizations

Financial Management

• Responsible for overseeing budget development and reconciliation of jobs to ensure minimum net and gross profit standards/requirements

Business Development

• Participate in any new business development pitches which require Meeting Services assistance
• Take lead on meeting services service offerings for new business opportunities including partnering with account team and BD team to complete RFI/RFPs and create slides and complete any pricing exercises

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

PEOPLE LEADER

People leaders must possess both the skills to effectively accomplish these tasks and the emotional intelligence to do so in alignment with our cultural values.  In addition to the critical management and leadership tasks listed above, this role also includes the following unique responsibilities:

• Responsible for and oversee meeting services team members
• Regularly, coach team members informally and formally through performance reviews
• Maintains meeting staff by recruiting, selecting, orienting and overseeing training employees
• Responsible for mentoring and career development
• Partner to set goals, establish training plan to enhance skills, and identify experiences to strengthen skills/knowledge of team members
• Interview, select, onboard and train new team members
• Communicate, interpret and discuss with team the company policies and procedures
• Authorize and communicate salary changes, promotions, transfers, discipline and discharge and administer all other personnel actions
• Oversee bi-weekly team meetings with Meeting Services team

EXPECTIONS OF THE JOB:

Our employees are tasked with delivering excellent business results through the efforts of their teams.  These results are achieved by:

• Having a positive, solutions-oriented attitude
• Planning, organizing and coordinating various projects, programs and services
• Having excellent written and verbal communication and organizational with strong attention to detail skills
• Working with confidential and sensitive corporate, client and employee information and must conduct him or herself accordingly
• Displaying professionalism at all times
• Demonstrating a sense of urgency to obtain results
• Demonstrating ownership and accountability for all agency procedures and workflow
• Ensuring the highest standards of quality control of client materials and, as appropriate, develop best practices protocols for project teams to facilitate such quality control
• Demonstrating the ability to manage assigned projects with minimal but appropriate supervision
• All other duties as assigned

Additional expectations:

• Travel required up to 30%
• Hours: 40 per week, Monday through Friday
• Required to be available to work outside the company’s standard work hours including evenings and weekends
• The ability to maintain flexibility and teamwork in a fast paced, demanding work environment
• Adheres to and awareness of PhRMA, FDA, OIG, ACCME and ADA guidelines

Education or Equivalent: (Minimum required to perform job)

• 4 year college degree
• Minimum 10-15 years meeting planning experience, preferably within the pharmaceutical industry
• 8-10 years of managerial experience
• Hotel industry experience background a plus 
• CMP Certification preferred, but not required

Knowledge/Skills Requirements:

• Proficient in Microsoft Office (Word, Excel, PowerPoint and Outlook)
• Experience with web-based registration systems Cvent and others
• Strong management, accounting and negotiation skills
• Ability to prioritize, multi-task and oversee the management of numerous meetings simultaneously
• Ability to take direction and apply appropriately to the planning and execution of on-going projects
• Ability to train direct reports on meeting planning skills and processes
• Demonstrated ability to handle conflict, resolve problems and manage well in a dynamic environment
• Ability to participate in new business pitches/ presentations when Meeting Services is required
• Must be able to routinely meet tight deadlines and meet high quality standards in a cost-effective manner
• An understanding and general knowledge of the various business segments and therapeutic categories that meetings are planned for
• Proactively make suggestions on how to improve the department and streamline processes
• Knowledge of hotel, air travel and event planning industry
• Ability to “think outside the box” and take a creative approach to problem solving

All your information will be kept confidential according to EEO guidelines.

From EVERSANA’s inception, Diversity, Equity & Inclusion have always been key to our success. We are an Equal Opportunity Employer, and our employees are people with different strengths, experiences, and backgrounds who share a passion for improving the lives of patients and leading innovation within the healthcare industry. Diversity not only includes race and gender identity, but also age, disability status, veteran status, sexual orientation, religion, and many other parts of one’s identity. All of our employees’ points of view are key to our success, and inclusion is everyone's responsibility.

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