Assist in the planning and execution of pharmaceutical meetings. Partner with program managers to manage multiple client programs simultaneously with independent management of key aspects of programs. Create and update customised registration web sites and meeting apps within registration website system and attendee communications. Create and modify program and attendee status reporting. Provide onsite support to the program manager, client and attendees for meeting excellence. Attendee contact for tracking logistics (hotel, travel, transportation).

(Duties may include, but not limited to all or some of the following)

Participate in program kick-off and planning calls with clients and internal project teams
Begin to learn the development of program timelines and deliverables
Become proficient with Cvent to identify hotel/venue sourcing and registration set up
Scrub, upload and manage client invitation lists to ensure complete contact information for potential attendees
Utilise department templates to create attendee email communications (Save the Date, Meeting Invitation, Reminders, Thank You)
Begin to learn role with attendee communications, management of shared mailbox with attendee registrations, housing, air and ground transportation arrangements, secure client approvals for budget exceptions
Manage meeting recruitment via email and follow up coordination with internal team
Oversee (daily) invitation status in online meeting management database and master RSVP report
Begin to build and manage customised web-based meeting app to include meeting agenda, bios, breakout paths, floorplans, meeting materials, ppt presentation access, surveys, etc.
Coordinate arrangements (audio visual, food & beverage, room set up) for dinners & receptions
Onsite responsibility for dinners and receptions (attendee sign ins, run of show timing, F&B management, dietary requests)
Manage registration, housing, air and/or ground transportation arrangements and tracking status for ongoing updates
Provide onsite facilitation support working directly with clients, hotel, vendors, internal team, and attendees
Compile meeting reports using web-based meeting management tool, (OnArrival for attendee sign ins to meet compliance requirements)
Interact with external clients and vendors, assist in expediting deliverables and ensure customer service excellence
Manage data entry and reports:
- Attendee profiles
- Travel itineraries
- Registration status
- Dietary requirements
Assist in obtaining CV and W8/W9 forms
Create and prepare all on-site meeting materials to include welcome letters, evaluations, hotel map, agendas
Oversee print vendor and shipment of meeting materials. Track shipments.
Order and manage supplies and materials for meetings
Save all project-related documentation in shared drive following meeting execution
Reconcile and submit meeting expenses through Concur
Flexibility to manage multiple meetings simultaneously while continuing to work within established deadlines
Assist program managers in various ancillary pre, during and post meeting activities
All other tasks as needed and approved by manager

Requirements:

College Degree
1-2 years Work Experience
Ability to establish and maintain excellent relationships with internal and external clients
Proficient in Microsoft Office applications, with a heavy emphasis in Excel
Able to travel (up to 50%), including weekends

Core Competencies

Cvent training and proficiency is required
Previous meetings or pharmaceutical experience is preferred; will consider hotel/audio visual/sales experience
Have a basic understanding of a clinical research organisation/contract commercial organisation
Be able to demonstrate analytical, decision-making and problem-solving skills.

At Cadent, we are dedicated to building a diverse, inclusive and authentic workplace. If your past experience doesn’t align perfectly, we encourage you to apply anyway. At times, we will consider transferable skills from previous roles. We also encourage you to join our Talent Network to stay connected to additional career opportunities.

Cadent is a US Medical Communications company with employees located across the US and Europe. Cadent specializes in high science, high touch peer to peer medical communications. The company excels in translating complex science into compelling messages that deliver value and action. Cadent builds relationships and collaboration between the biopharmaceutical industry and healthcare professionals.

Work Here Matters Everywhere | How are you inspired to change lives?

Syneos Health companies are affirmative action/equal opportunity employers (Minorities/Females/Veterans/Disabled)

Programme Specialist