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Senior Strategic Meeting Planning Specialist - Fort Worth at Medtronic

Posted in General Business 30+ days ago.

This job brought to you by eQuest

Type: Full-Time
Location: Fort Worth, Texas





Job Description:

Careers that Change Lives

As a Senior Strategic Meeting Planning Specialist, you would be responsible for planning, hosting, evaluating, and supporting the Medical Education, Sales Training, and Consultative events at the Fort Worth, TX lab, part of the Neuroscience portfolio.

The Senior Strategic Meeting Planning Specialist coordinates all event preparations including working 1:1 with the program manager to clarify event needs of their customers, develops registration websites following corporate branding standards, manages attendee experience including registration processes, hotel accommodations, menu selection, air/train/ground transfers, and on-site support while event is in progress. In this role you will also source appropriate event venues, manage and track all event expenses while adhering to assigned budget to ensure accurate transfer of value reporting to the government.

This role is based in Fort Worth, TX and is not open to remote.

Please note that this role also requires the ability to work before and after traditional working hours (e.g. 8am-5pm) as well as some weekends to support events.

A Day in the Life


  • You will plan and organize internal and external business-related meetings, symposiums, conferences and program events by working with meeting stakeholders to align and execute against strategic direction (e.g., meeting objectives, desired outcomes, intended audience, content coordination, creative and innovative engagement techniques).
  • You will address all aspects of event forecasting, budget and billing, including development of and tracking against budgets, identification and capture of cost savings/cost avoidance efforts, reconciling master bill, coordinating payments to vendors, and managing meeting expenses.
  • Investigate, source, negotiate, and coordinate hotel and ancillary meeting services (includes contractors, vendors, onsite staff) while managing all logistics of program functions, including but not limited to meeting space set-up, catering, arrangement of air and ground transportation, passport and VISA clearances, submitting all necessary paperwork in a timely manner; according to schedule.
  • You will coordinate on-site event materials & supplies, including name badges, table tents, agendas, signage, sign-in sheets, etc.
  • Select, book and coordinate AV/Production and Auxiliary Technical Services (e.g., mobile applications, audience response systems, polling/surveys) to ensure successful execution and evaluation of meetings.
  • Facilitate attendee experience through website & registration site design, event promotion and communication, and attendee management to support needs related to meeting attendance (e.g., accommodation requests, RSVPs for sessions, travel manifests).
  • Generate, analyze and communicate event level and cross-event reporting against identified key meeting metrics and value-proposition indicators, as needed.
  • You will be the on-site host & support to all guests, ensuring concierge level hospitality and service during all events which can include internal and external business-related meetings. Host responsibilities include receiving guests upon arrival, facilitation of executive host interactions, meeting transitions, and oversight of all logistics.
  • Work closely with on-site lab manager to ensure lab is booked accurately, specimens and all necessary product/equipment is ordered and available during event for optimal attendee experience.
  • Partner with planning teams (i.e. Medical Education and Marketing as well as other Medtronic business partners) to ensure educational objectives are met and unsurpassed quality is maintained and that all programs are compliant with Medtronic's business conduct standards.
  • Travel up to 15%.

General responsibilities may include the following and other duties may be assigned:

  • Develop, maintain, and enhance Medtronic's image with thought leaders/high profile individuals and/or groups.
  • Respond to outside requests for samples, literature, and general information.
  • Develop concepts and align programs with market, product and brand strategies.
  • May be responsible for integration of customer and product knowledge with the sales force.

Must Have: Minimum Requirements

In order to be considered for this position, the minimum requirements must be evident on your resume


  • Bachelors degree required
  • At least 4 years of experience in a relevant customer-facing position, post-degree, or advanced degree with a minimum of 2 years.

Nice to Have


  • Previous experience in Medical Device industry
  • Experience interactively engaging and effectively working cross-functionally with sales teams, marketing, clinical, research, and quality
  • Cvent Event Management, Siebel, Excel, Word and Powerpoint
  • Recognition for outstanding achievements and/or innovation in the areas of quality or customer satisfaction
  • Ability to present detailed, technical information to a large group of peers, managers and senior executives
  • Demonstrated ability to lead, motivate, and influence people outside of direct reporting structure
  • Experience leading process improvements, change initiatives and other projects with demonstrated results
  • Excellent oral and written communication skills

About Medtronic

Together, we can change healthcare worldwide. At Medtronic, we push the limits of what technology, therapies and services can do to help alleviate pain, restore health and extend life. We challenge ourselves and each other to make tomorrow better than yesterday. It is what makes this an exciting and rewarding place to be.

We want to accelerate and advance our ability to create meaningful innovations - but we will only succeed with the right people on our team. Let's work together to address universal healthcare needs and improve patients' lives. Help us shape the future.

Physical Job Requirements

The physical demands described within the Responsibilities section of this job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


  • While performing the duties of this job, the employee is regularly required to be independently mobile.
  • The employee is also required to interact with a computer, and communicate with peers and co-workers.
  • The employee must be able to lift and move up to 25 lbs

Contact your manager or local HR to understand the Work Conditions and Physical requirements that may be specific to each role. (ADA-United States of America)

Additional Information


  • Posting Date: Jan 15, 2021
  • Travel: Yes, < 25 % of the Time





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