Overview

Assists in the planning and execution of pharmaceutical meetings. Takes more ownership of certain tasks related to meetings and provides assistance onsite. Creates and updates registration web sites, creates and modifies program reports, and provides support to the program manager.

Description of Duties

(Duties may include, but not limited to all or some of the following)
• Develops program agendas, timelines, program and print materials
• Arranges audio visual, food & beverage, room sets for dinners & receptions
• Staff lead on dinners and receptions
• Supports program planning calls with clients and internal project teams
• Manages registration, housing, air and/or ground transportation arrangements and reporting
• Onsite meeting facilitation
• Tracking and reconciling program budgets & entering final program spend into the spend management system
• Hotel venue sourcing
• Constructs customized websites for meetings
• Compiles meeting reports using web-based meeting management tool
• Performs calculations, reports, produces moderately complex word processing, spreadsheet and presentation documents
• Scrub, upload and manage client invitation lists to ensure complete contact information for potential attendees
• Create, prepare and send various meeting correspondence via email (save the dates and/or meeting invitations)
• Assists program manager with meeting recruitment via emails and follow up phone calls
• Interacts with external customers and vendors, assisting to expedite work activities
• Manages (Daily) invitation status in online meeting management database and master RSVP report
• Manages data entry and reports:
o Attendee profiles
o Travel itineraries
o Registration status
• Assist in obtaining W8/W9 forms and processing honoraria check requests
• Creates and prepares all on-site meeting materials for print to include; welcome letters, participant lists, hotel map, agendas, reimbursement forms, etc.
• Print, pack and ship meeting materials. Track shipment. Unpack and replace materials upon return.
• Order and manage supplies and materials needed for the meetings
• Complete and submit reimbursement forms to accounting (assures accurate charges against meetings)
• Save all project-related documentation in job tracking and/or shared drive following meeting execution
• Must be able to manage multiple meetings simultaneously while continuing to work within established deadlines
• Assist program managers in various ancillary pre, during and post meeting activities
• Provide on-site facilitation support and management of meetings
• Assists in training new Program Specialists
• Knowledge of global regulatory guidelines established in the pharmaceutical industry (PhRMA, ABPI, MDEON, CNOM)
• All other tasks as needed and approved by manager

Minimum Requirements

- College Degree
- 2-3 years meeting & event experience
- Proficiency in Microsoft Office applications; heavy emphasis in Excel
- Moderate travel may be required including weekends (up to 50%)

Key Competencies

- College Degree
- 2-3 years meeting & event experience
- Proficiency in Microsoft Office applications; heavy emphasis in Excel
- Moderate travel may be required including weekends (up to 50%)

EEO Statement

Syneos Health is an Equal Opportunity Employer that values the strength that diversity brings to the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, veteran status, genetic information or any other protected status. If you require accommodation due to a disability in order to complete the application process, please contact our EEO Administrator at 781-425-4600 or by email at CorporateHumanResources@syneoshealth.com.

City

Dallas

State/Region

Texas [TX]