Manager, Meeting Planning & Field Coordination

Job Locations US-NJ-Jersey City
Job ID
2018-1090
# of Openings
1
Category
Sales

Overview

Entrepreneurial Spirit, Rooted in Tradition. At Mitsubishi Tanabe Pharma America, Inc. (MTPA), we can tout a storied reputation more than 300 years in the making. Our parent company, Mitsubishi Tanabe Pharma Corporation, is a research-driven pharmaceutical company with global reach – and one of Japan’s oldest and most respected companies.

 

With the recent FDA approval and availability in the U.S. of RADICAVA® (edaravone), a treatment option for people diagnosed with amyotrophic lateral sclerosis (ALS), MTPA is rapidly expanding our operation across all functional areas to launch this new product in the U.S. market. Concurrently, the company is expanding its research efforts and exploring collaborations with partners to discover and bring treatments to market for unmet medical needs including orphan diseases. We currently seek motivated professionals who share our vision of scientific excellence, innovation, and unwavering dedication to improving the lives of patients. 

 

The Manager, Meeting Planning & Field Coordination will work with the organization’s meeting partner as well as independently manage a variety of programs of many types and sizes while adapting quickly to the budgeting, contracting, planning and financial process.   Incumbent will manage the planning and execution of field/marketing meetings and medical conventions.  He/she will provide counsel, promote cost savings initiatives, and ensure programs follow consistency and standardization while adhering to controls and compliance guidelines. 

Responsibilities

  • Manages annual planning calendar, annual budget development, on-going budget tracking, and maintains quarterly business reviews to ensure accurate meeting forecasting and service level expectations.
  • Provides oversight of all meetings to insure those planned by other event meeting specialists, (typically contractors), are managed consistently and that incumbent has overview of status if contacted by leadership.
  • Sets planning conference calls and maintains ongoing communications to ensure communication between stakeholders, content agency, and meeting planning function.
  • Drives flawless execution of meeting logistics from inception through completion, including onsite management for various meetings including: training meetings, POA meetings, convention management, launch meetings, and leadership meetings.
  • Manages venue/vendor search as required, negotiating agreements and contracts within company guidelines.
  • Leads detailed timeline management and execution for logistics to include: pre-event planning and review, air travel, hotel/rooming, event space, literature, gifts, exhibits/production/experiential, and event attendance and staffing.
  • Liaises with all event stakeholders (internal leaders and teams, medical/trade associations, preferred management companies and various vendors).
  • For conventions specifically, acts as direct point of contact with convention associations, reviews and communicates to stakeholders Healthcare Association guidelines and policies as outlined in prospectus, and makes sponsorship recommendations.
  • Ensures the marketing strategy/direction is provided to attending personnel (home office and sales representatives).
  • Manages in-house literature inventory to ensure adequate supply for all meetings.
  • Builds product and brand marketing knowledge to ensure events align with marketing goals.
  • Reviews registrations websites for attendees to refer for meeting information, and establishes requirements for hotels, badges, travel, etc.
  • Develops comprehensive budget for each meeting and ensures it’s approved, adhered to, and that final costs and savings are reported.
  • Provides meeting project management, providing timeline of deliverables and owners to set expectations for all parties involved to adhere to.
  • Reviews company policies and serves as expert on compliance guidelines surrounding planning.

Qualifications

  • BA/BS in Business or related field is strongly preferred, though candidates without a degree who exceed the required experience will be considered
  • 5 years meeting or event planning experience in the pharmaceutical industry to include:
  • Communication with internal stakeholders and executive team members
  • Full service pre-event and on-site planning
  • Liaising with multiple vendors (e.g., AV/Production, hotels, etc.)
  • Vendor sourcing, contract negotiation and vendor management
  • Preferred: international meeting planning or travel experience
  • Proven ability to provide efficient meeting operations including oversight of internal/external partners involved with logistics (e.g., hotel staff, etc.)
  • Understanding of PhMRA guidelines and FDA requirements relative to commercial and scientific exhibiting (social events, giveaways, raffles, etc.)
  • Demonstrated knowledge of meeting logistical requirements (e.g. rooming requirements, meeting space, etc.)
  • Working knowledge of budgetary processes and reporting procedures.
  • Strong organizational skills; proven ability to manage multiple tasks and priorities
  • Effective communication skills (oral, written, formal presentation)
  • Outstanding client management and vendor management skills
  • Proficient in Microsoft Office (Word, Excel, Outlook) and database management (Cvent or other industry attendee management software)
  • Willingness to travel 30% - 40% including overnight and weekend stays
  • Preferred: relevant industry affiliation (e.g., MPI, PCMA, SITE, others)
  • Ability to sit or stand for long periods of time
  • Manual dexterity required to operate office equipment, i.e. computers, phones, copy machine/printer
  • Ability to carry, handle and reach for objects
  • Ability to lift and pull up to 15 pounds

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