Job Summary - a concise overview of the job
The Medical Meetings & Conventions Manager supports day-to-day operational and logistical related activities for the execution of Medical Meetings, Engagements with Healthcare Professional (HCPs) and Medical Conventions. In partnership with third party logistics suppliers, responsible for coordination of program planning to include sourcing and site selection, contract negotiation, project management execution, third party supplier management, onsite management (if needed) and final bill reconciliation to include transfer of value reporting, while providing exceptional; levels of customer service and excellence in operations execution.
The role will assume ownership for the creation and oversight of program budgets and will lead cross-functionally to ensure activities are aligned and support the overall meeting strategy. The role will manage Medical Meetings and Convention events and third-party supplier partner relationships to ensure superior operations execution along with policy and compliance adherence and cost savings initiatives.
All incumbents are responsible for following applicable Division & Company policies and procedures.
Scope of Authority - span of control (work unit, site, department, division, etc.), monetary value of budget/spend authority ( capital, operating, etc.), P&L responsibility, etc.
Responsible for the Endo Branded Business
Highly collaborative position where decisions will be made in a team environment, involving key stakeholders from internal departments and external partners. Position requires extensive contact with identified stakeholders to secure meeting requirements, communicate effectively to logistics and other third-party vendors and ensure excellence in operations, on-site execution, financial reconciliation and all transfer of value (TOV) compliance reporting. This role is responsible for the creation and effective management of Medical Meeting and Convention program budgets, program reconciliations and all compliance reporting requirements.
Internal Business Partner Contacts
§ Business Unit Leadership (Marketing and Sales)
§ Senior Leadership
§ Compliance, Medical, Legal and Regulatory
§ Commercial Operations / Marketing Operations
§ Information Technology
§ Sales Training & Development
§ Third Party-Logistics Suppliers
§ Travel and Ground Transportation Suppliers
§ Destination Management Companies (DMCs)
§ Audio Visual and Production Companies
§ Strategic Meeting and Registration Software Vendors
§ Print and Promotional Fulfilment Providers
Key Accountabilities - key outcomes/deliverables, the major responsibilities, and % of time
% of Time
Meetings & Conventions Management
& Vendor Management
§ Serve as program lead for Medical Meeting, Engagements with Healthcare Professionals (HCPs) and convention programs.
§ In partnership with third party logistics suppliers, responsible for coordination of program planning to include sourcing and site selection, contract negotiation, project management execution, third party supplier management, onsite management (if needed) and final bill reconciliation to include transfer of value reporting, while providing exceptional; levels of customer service and excellence in operations execution.
§ Assume ownership for the creation, forecasting, maintenance and oversight of program budgets, final reconciliation, and reporting.
§ Support negotiations for favourable pricing with third party suppliers.
§ Ensure timely payment of invoices and billing reconciliation, including accruals with Finance.
§ Monitor and ensure vendor compliance with related policies and procedures, most notably those relating to regulatory and compliance of promotional materials and interactions with HCPs.
§ Communication and enforcement of congress/event guidelines where applicable.
§ Ensure the integrity of all HCP interactions at conventions and affiliated meetings in accordance with corporate guidelines and policies.
§ Liaise with Compliance to track and monitor all compliance related expenditures for state and federal reporting requirements.
§ Manage, plan, execute and administer all planning aspects of medical conventions, including association liaison and communications, commercial sponsorship, booth management, association housing procurements, overseeing exhibit companies, routing schedules, exhibit shipments, installation and dismantle representative staffing, hospitality suites, ancillary meetings. Receptions, dinners and hospitality events
§ Interface with brand team members and Promotional Review team to ensure all communications, sales literature, reprints, promotional items, convention graphics, and general information are pertinent and compliant
§ Manage all communication aspects of respective meetings or conventions to internal attendees, including coordination of various departmental attendees, field sales force, brand team members, and senior management, as appropriate.
§ Collect, analyze, and distribute feedback from all attendees and provide a top line summary including recommendations for planning and continuous improvement.
§ Establish and maintain relationships with required vendors to implement efficient and effective business processes and capabilities.
§ Leverage negotiation and cost savings opportunities, tracking and reporting
§ Direct vendors on delivering high quality service and assure compliance with service level expectations and timelines to ensure effective delivery of services.
§ Ensure business and compliance needs are met.
§ Hold vendor(s) accountable for results and that they represent Endo appropriately. Ensure quality assurance and controls are in place.
Process Excellence and Oversight
§ Cross-functional collaboration with other key stakeholders including: medical legal, compliance, regulatory, finance, procurement and vendor partners.
§ Ensure all activities are managed and executed on-time, on-budget and in compliance.
§ Ensure negotiation and cost savings opportunities on all programs
§ Support the creation, development, and maintenance of appropriate process, policies, procedures and SOPs to ensure they are current and relevant.
§ Identify performance or process improvement opportunities and provides an operational leadership, direction and perspective to achieve their strategic drivers, key objectives, business needs and priorities.
§ Provide input and recommendation on new and innovative technology to streamline processes.
Education & Experience
Minimal acceptable level of education, work experience and certifications required for the job
§ BA/BS in Business, Hospitality Management and/or related field required.
§ Pharmaceutical Sales, Incentive, Medical Meeting and Convention experience required.
§ 7+ years’ experience in meeting and convention management.
§ Experience should include acting as business partner with customers to plan, manage, and execute large-scale sales, marketing, medical and incentive meetings, and convention meetings.
§ Certified Medical Manager (CMM) Certification and/or Certified Meeting Professional (CMP) preferred.
Proficiency in a body of information required for the job
e.g. knowledge of FDA regulations, GMP/GLP/GCP, Lean Manufacturing, Six-Sigma, etc.
§ Understanding of PhMRA guidelines, FDA requirements relative to commercial and scientific exhibiting and interactions with healthcare professionals and Sunshine Act / Open Payments Reporting requirements
§ Demonstrates strong knowledge of sales, medical and convention logistical requirements (e.g. sourcing, site selection, rooming requirements, meeting space, food and beverage menu development, production companies, destination management and event suppliers etc.).
§ Demonstrates strong knowledge of budget processes and reporting procedures.
Often referred to as “competencies”, leadership attributes, skills, abilities or behaviors that may be enterprise, functional or job specific e.g. coaching, negotiation, calibration, technical writing etc.
§ Exceptional project management skills.
§ Ability to influence without authority and interact with all levels of internal and external personnel regarding every aspect of meeting, physician and convention management.
§ Ability to manage and prioritize multiple priorities within a dynamic, fast-paced, high-demand environment while maintaining accuracy.
§ Strong interpersonal skills to successfully interact with internal and external customers to create trust and motivate open communication proactively and often in the medical community to meet project and Company needs.
§ Demonstrated success managing a both small and large scale meetings and events.
§ Strong negotiation and analytical skills.
§ Highly motivated, detail-oriented self-starter with exceptional time management and organizational skills.
§ Strong organization, time management and budget management skills.
§ Ability to be decisive, take measured risks, and work under limited supervision.
§ Strong oral, written and interpersonal communication skills.
§ Ability to effectively manage hotels, medical convention associations, vendors, etc.
§ Strong attention to detail and time management skills.
§ Excellent computer skills, including Microsoft Office Suite, especially Word, PowerPoint and Excel. Event and registration software experience preferred.
§ Analytical and forward thinker, results oriented, self-organized and self-starter.
§ Work on special projects as assigned by team leadership.
§ Keep abreast of industry standards and trends related to responsibilities.
§ Develop and maintain key client and supplier relationships.
§ Develop and maintain knowledge of technology and/or software solutions.
Physical & mental requirements e.g. lift 40 pounds, walk across plant/warehouse, business travel (% of time), driving as part of work responsibilities, etc.
§ Minimum of 30-40% travel including overnights and weekends to conduct and operate site visits and on-site leadership of meetings and conventions.
Disclaimer: The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities, and qualifications. Management reserves the right to change or modify such duties as required.