Company Description

EVERSANA INTOUCH® is a leading full-service, global healthcare agency serving the life sciences and pharmaceutical industries. We provide next-generation creative and media services, enterprise solutions and data analytics services for clients. 

We combine the power of world-class creative and digital teams with deep market access, payer, and healthcare communications expertise to provide innovative solutions to life science companies that want to connect with consumers, healthcare professionals, and payers. 

We get fired up when people talk about getting—and staying—healthy. That’s where we find our inspiration: in the very human experiences of patients, doctors, and even each other. Then, we collaborate on ways to make caring for one’s health more achievable, connecting patients and physicians with the information and tools they need. 

And as a part of EVERSANA, a pioneer in next-generation commercial services, we connect dots that other agencies can’t, helping drive commercialization success. 

Our eight affiliates within the EVERSANA INTOUCH Network include EVERSANA INTOUCH Solutions, EVERSANA INTOUCH Proto, EVERSANA INTOUCH Seven, EVERSANA INTOUCH Oxygen, EVERSANA INTOUCH Engage, EVERSANA INTOUCH TTC, EVERSANA INTOUCH Media, and EVERSANA INTOUCH International. 

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 INTOUCH, our people, clients and most importantly, the patients we serve.   

Job Description

What Does an Associate Director, Meeting Services Do?

The Associate Director, Meeting Services may be responsible for the management of team members within the department or lead clients under the supervision of the VP, Meeting Services. Responsible for achieving financial objectives by accurately forecasting hours for themself and team members assigned and pass-through costs on assigned projects. The Associate Director is also responsible for leading a higher volume of planning meetings and managing clients for logistics projects. This role is responsible for contributing and supervising strategically and tactically on assigned accounts, as appropriate for Meeting Services. 

This open role has a majority focus on medical congress work, knowing the association role and acting as the voice of the client in that relationship.  Coordinating and communicating with other agencies to acquire the materials needed to fulfill sponsorship buys. Knowing and driving the entire lifecycle of congress work from strategical suggestions of attendance, forecasting budgets and spend, staffing on site, running pre-con calls, support onsite, space buys, ancillary meetings, internal approval process through grants and sponsorship department, building and managing the pre-con deck and summary.  This lead role will be high visibility with responsibility of the entire congress program and will need to be a road warrior based on congress schedule. 

Being responsible for managing all program logistics, including but not limited to venue/site selection, contract negotiations, travel, food and beverage, meeting room sets, audio-visual and production, hotel rooming lists, ground transportation, and ancillary vendors (i.e., entertainment, activities, décor, photographer) Being responsible for independent planning, organizing, and seamless execution of high-quality virtual event meetings with multimedia components. Including but not limited to: Virtual platform configuration Manage technology vendor Schedule and execute rehearsals to ensure all parties are prepared for success Attendee management and communication Offer assistance and guidance with any attendee connection issues, as well as basic technical support during an event and to the client Building and customizing registration websites and recruitment material templates with program-specific information and coordinating distribution to all attendees according to necessary timelines Ensuring the highest standards of quality control of client materials and, as appropriate, developing best practices protocols for project teams to facilitate such quality control Being responsible for the oversight and management of program recruitment and attendee management Reviewing and approving meeting specifications from all perspectives such as attendees, vendors, etc., and offering recommendations to reduce costs Providing standard and customized reports to clients at specified intervals Being responsible for attending and participating in new project briefings and kick-off meetings  Attending multiple internal meetings with Client Services, Meeting Services, and other key personnel to discuss project status, etc. Working on-site and leading the logistics team at large meetings to coordinate meeting logistics/ activities with Client Services, venue, and vendors, and offer assistance to team members Reviewing and reconciling final invoices and pass-through costs within the mandated timelines Tracking and preparing accurate attendee spend reports to comply with the Open Payment Guidelines Maintaining ongoing dialog with the line manager and project team throughout the life of the program to evaluate progress and initiate the scope change process, if necessary Negotiating the best available rates and contract terms with vendors for owned meetings such as hotel F&B, A/V, ground, etc. Owning the budget (hours & OOP) on assigned meetings and advising the project team of the possible risks.  Discussing with the client the challenges and recommendations for correction Identifying operational change opportunities to improve program execution or increase efficiency and/or decrease costs and elevating and owning the potential plan to management. Thorough knowledge and experience of a client, being able to build a budget for a requested meeting based on provided parameters Ability to represent position level on a pitch and explain the appropriate responsibilities to the potential client May be responsible for the relationship of the key vendor for the meeting team, including negotiation and contract review. If a people manager, being responsible for career development, training, and mentoring. Direct report responsibility of forecasting hours and reporting of high/low risks to the VP Maintaining and/or exceeding minimum billable utilization percentages for the position level Demonstrating a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias. All other duties as assigned.

 

Qualifications

What Are We Looking For?

Bachelor’s degree or 8 years in a pharmaceutical hospitality roleExperience planning for live, virtual, or hybrid meetings; knowledge of hotel bookings and air travel Cvent or another similar registration platform; Excel experienceExperience with Trade Shows, Convention and/or Congress planning including navigating associations, sponsorships, symposia, product theaters and onsite supportUnderstanding and ordering of show services, estimating for budgets, and submitting expenses and closing out ordersManaging large group bookings through housing bureaus is highly desirableOwning the process of producing a congress activity deck, coordinating with multiple agencies and stakeholders to gather the necessary information and submit through Veeva for approvalMeeting Planner role for live meetings; will be required to work outside the standard hours, including evenings and weekends for live eventsTravel may be required up to 35% for Live Meetings (certain months include more travel than others)CMP (Certified Meeting Professional) is preferred but not required 

Additional Information

OUR CULTURAL BELIEFS:

Patient Minded I act with the patient’s best interest in mind.

Client Delight I own every client experience and its impact on results.

Take Action I am empowered and empower others to act now.

Grow Talent I own my development and invest in the development of others. 

Win Together I passionately connect with anyone, anywhere, anytime to achieve results.

Communication Matters I speak up to create transparent, thoughtful and timely dialogue.

Embrace Diversity I create an environment of awareness and respect.

Always Innovate I am bold and creative in everything I do.

EVERSANA is committed to providing competitive salaries and benefits for all employees. The anticipated base salary range for this position is $76,000 to $113,000 and is not applicable to locations outside of the U.S. The base salary range represents the low and high end of the salary range for this position. Compensation will be determined based on relevant experience, other job-related qualifications/skills, and geographic location (to account for comparative cost of living). EVERSANA reserves the right to modify this base salary range at any time. 

Our team is aware of recent fraudulent job offers in the market, misrepresenting EVERSANA. Recruitment fraud is a sophisticated scam commonly perpetrated through online services using fake websites, unsolicited e-mails, or even text messages claiming to be a legitimate company. Some of these scams request personal information and even payment for training or job application fees. Please know EVERSANA would never require personal information nor payment of any kind during the employment process. We respect the personal rights of all candidates looking to explore careers at EVERSANA.

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.

Consistent with the Americans with Disabilities Act (ADA) and applicable state and local laws, it is the policy of EVERSANA to provide reasonable accommodation when requested by a qualified applicant or candidate with a disability, unless such accommodation would cause an undue hardship for EVERSANA. The policy regarding requests for reasonable accommodations applies to all aspects of the hiring process. If reasonable accommodation is needed to participate in the interview and hiring process, please contact us at [email protected].

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