Main Objective: The Meeting & Event Specialist I is responsible for negotiating, planning, scheduling and managing corporate meetings and events, sales trainings and other hi-level corporate meetings. Serves as liaison to internal clients while events are occurring and provides strategic guidance to them as needed. Adheres to and enforces policies in direct partnership with Compliance, Legal and others in the pre-planning process. Reporting on corporate lab initiatives with Health Care Professionals and/or organizations in compliance with the Federal Physician Payment Sunshine Provisions of the Patient Protection and Affordable Care Act along with existing and future state laws and restrictions. Knowledge of Corporate Goals and Objectives to ensure the successful outcome of company-wide events. Exercises functional and technical decision-making, management of external vendors and on-site execution of an event. Serves as mentor, trainer, to teach and develop Meeting & Event Coordinator/s proper policies and procedures and provide excellent customer service.
Essential Duties and Responsibilities:
Participates in the development of meeting goals and objectives, corporate brand management, and preparation of Corporate, Sales Training, Medical Education events such as lab courses, symposiums, business meetings, road shows and corporate meetings and events.
Responsible for the execution and compliance with AdvaMed guidelines; record and track consultants' activities and expenses via HCP meeting technology database and/or other reporting methods.
Responsible for event and meeting budget forecasting, analysis, measuring and providing recommendations to customers regarding per total attendee costs for planning.
Manages and executes medium, large, and signature meetings and events for the organization in Naples, FL or other regions according to business objectives (may include international markets).
Responsible for managing all material and promotional organization of events, labs, agency and sales rep trainings in partnership with Marketing and others as needed.
Collaborates on the development and dissemination of meeting/event materials, food & beverage (F&B), time & events schedules (T&E), arrival & departure manifests (A&D), banquet & event orders (BEOs), housing lists and confirmation notices. Maintain and track logistics of all material needed for training events; coordinate logistics and travel for onsite event staff.
Works closely with Arthrex Travel Team on all group air reservations and arrival/departure manifests for events ensuring that customer experience is executed to a high service standard and collaborates to implement change, improvements or alternate solutions to meet customer expectations.
On-site execution, including management of all the above, focused on the customer experience. Responsible for documentation, coordination of training, RFP process, site visits, venue recommendation and/or final venue selection.
Provide Post-event measurements, analytics, reports, evaluations, invoice reconciliation, charge backs and expense analysis. Provides final cost analysis and savings reports to internal customer upon conclusion of meeting.
Mentors, teaches and is responsible for the development of Meeting & Event Coordinators. Has one-on-one touch bases to guide and ensure Coordinator/s are abiding with policies and procedures and providing excellent meeting support to customers.
Maintains positive relationships with Internal and External partners and works to provide solutions and implement win-win strategies to meet business objectives. Partners include: Innovation Hotel, Wellness Center, Security, Culinary, Banquets, Medical Education, Corporate Communication, Marketing, Lab Services, Travel, AX, External Vendors, and Community Leaders.
Responsible for creating and leading teams of staff to execute and manage large or signature events. Oversees all team members responsibilities, provides coaching, training, and motivates team members to achieve excellence by delivering business objectives and goals.
Works with management to analyze and forecast yearly activities, volume, growth, gaps, and development or enhancement of efficiencies.
Implements changes to workflows for Cvent, and SalesForce keeping systems updated with trends, branding, technology, and business needs. Reviews changes to current models and seeks approvals to adopt changes as necessary. Brings awareness to management team of new initiatives and partners with experts to find solutions.
Knowledge:
General knowledge of industry practices, customer service, and standards. Complete knowledge of Meeting and Event Specialist processes and best practices. Expected to contribute and work with management on the development of new Meetings and Events Services policies and procedures. Mentors, guides and trains new hires.
Reasoning Ability:
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to communicate effectively, is solution oriented and helps to resolve conflicts from occurring. Assists Management team in developing policies and procedures that ensure solutions are consistent with department objectives.
Discretion/Latitude:
Required to lead or work as part of a team, or work independently with minimal supervision. Excersises considerable latitude in determining objectives. Supports management with high level projects.
Education and Experience:
Bachelor's degree in Hospitality, Communications, Business Management, or related field.
3 years of experience in meeting planning experience, preferably in a medical device environment.
CMP preferred
All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.
