Senior Manager, Meeting Planning
Shionogi Inc. - Florham Park, NJ
Apply NowJob Description
OverviewThe Meeting Planner works across all Shionogi US departments and has the responsibility of oversight, execution, and management of all Shionogi non-HCP, internal (onsite) and external (off-site) meeting planning activities.This individual will bring subject matter meeting and event planning expertise to Shionogi US, with responsibilities including both individual management of events as well as management of vendors (when appropriate) to ensure seamless execution of larger events, managing each meeting's budget, and executing each program on-time and within budget while ensuring events, meetings, and activities are compliant. This role requires significant relationship management of internal stakeholders, including interfacing with and supporting C-suite level executives and high-profile customers in appropriate engagements.This role is considered pivotal to the success of the business by ensuring meaningful meetings are planned and executed flawlessly, thus enabling continuity of the business and encouraging strategic dialogue.ResponsibilitiesPlanning, Management, Execution and Reconciliation of all Shionogi US non-HCP meetings including:National Sales Meetings (twice per year)Corporate Town Halls (four to five a year)Corporate EventsExternal congresses/conferences and meetingsC-suite meetingsMedium to larger on-site and/or hybrid business meetings e.g., trainings/workshops, department/team offsite meetings, Team Building events, etc.Serve as key project manager for Shionogi US; this requires creation of and execution against a strategic plan for each event that includes (not an exhaustive list):Detailed event documents, including scope and strategy of the eventVenue/location sourcing and scoping, including cost proposalsDetailed budgets with vendors, costs, and expenses outlinedResponsibilities grid outlining choice of vendor(s) and rolesFull meeting agendas including a run of show and detailed schedulesCommunication plan including internal stakeholder touchpoints, attendee management, and overall meeting organizationRooming lists & travel manifestos including ground transportation, air/other travel, etc.Event dcor, ambience, banquet event documentation, meeting room and audio-visual equipment requirements, food/beverage requirements, and other pertinent needsGuidance and details of operations of customer events and activitiesContract Negotiation: Responsible for the establishment/negotiation of all meeting/event contract terms and conditions to minimize risk and costBudget Development and Communication: Prior to each meeting, ensures that a formal meeting planning process and budget is in place and communicated to required stakeholders.Develops, manages and monitors detailed meeting planning budgets, contracts, billing, control documents and financial data reports/analysis in a compliant and timely mannerManages all activities and logistics associated with each meeting, including but not limited to:Managing external vendors, agencies, convention centers/hotels/venues etc.Attendance management i.e., oversight of meeting planning event portal, CVENT and all meeting requests, registrations and communicationsManages and directs the installation and dismantle crews at off-site meetings and provides on-site support for all off-site meetings to ensure goals are metAudiovisual and presentation managementBudget development and reconciliationProgram evaluations and follow-upServes as the key representative of Shionogi US in the meeting to assist internal clients: employees, executives, and customers.Support ad-hoc meetings and events and procurement needs e.g., meeting favors and gift items as requiredMinimum Job RequirementsQualificationsBachelor's Degree requiredMinimum of 7 years of progressive experience in meeting/event planning in a corporate environment; Experience in pharma meeting management highly preferredProven experience overseeing meeting and event management programs, resources, vendors and vendor staff for onsite, remote and hybrid meetingsProven ability to manage span of control and resources for different types and sizes of meetings/events both independently and through a vendorExperience overseeing meeting planning contracts and financial budgeting, expensing and reportingExperience managing and working in a meeting planning portal (i.e., CVENT) and remote meeting platforms (i.e., Webex, Team) highly preferredCompetenciesGrowth mindset with 'can do' attitude and high emotional intelligence.Ability to problem-solve and develop solutions for routine day-to-day issues.Strong ability to influence laterally and vertically.Strong proactive identification of and recommendations for stakeholder and meeting requirements.Strong interpersonal and communication skills and the ability to develop effective working relationships with multiple levels of management and across a range of functions.Excellent project management skills with demonstrated ability to lead multiple projects and priorities.Other RequirementsMust be willing to work flexible hours including occasionally weekends and eveningsAbility and willingness to travel approximately 30-50% of the year.Must live a commutable distance to our US Corporate Headquarters in Florham Park, NJ. Office presence is required at least 3 days per week.Essential Physical and Mental RequirementsAbility to articulate clearly and conduct verbal presentations with large and small audiences.Ability to travel via automobile and/or airplane.Ability to view video display terminal imagesAbility to operate a computer keyboard and telephone.Ability to sit for extended periods of time - up to four (4)...Equal Opportunity Employer - minorities/females/veterans/individuals with disabilities/sexual orientation/gender identity
Created: 2024-09-23