Meetings Specialist

Project Lead, Meeting Services We are looking for a Meeting Specialist to join our talented and supportive team of 40+ delivering high quality international events. This role encompasses the planning, managing, and delivery from start to post-event. We are looking for someone who has a u2018letu2019s do thisu2019 approach. Thereu2019s no clock watching or micro-managing, you are trusted to deliver incredible experiences for your clients as you look after projects end-to-end working with a team of likeminded individuals. Qualities such as being highly self-motivated, driven, and professional should be natural for you. This is full-time opportunity with great benefits including a competitive salary with an annual bonus. 3+ yearsu2019 experience managing pharmaceutical events is required. Experience with Cvent is a plus. Location: Will work remotely from US Central/ East Coast Regions. Travel: US/ International travel required. Job Purpose: To lead all aspects of project deliverables in the Meeting Services team, while meeting quality standards on time and on budget. Key Accountabilities: Speciali z ed knowledge u00b7 In depth understanding of the departmentu2019s service offerings and processes u00b7 Works with minimal supervision in a team environment to ensure the timely and accurate performance of work within project scope and objectives u00b7 Participates in project planning meetings (internal and with client) u00b7 Keeps current on knowledge within the industry in respect of SOPs, HCP compliance, and suppliers u00b7 Knowledge of quality worldwide meeting venues u00b7 Working knowledge of virtual meeting management and platforms u00b7 Experience working with Cvent platform a plus Client relationship management u00b7 Proactively manages Client expectations and ensures delivery against them u00b7 Assertive in managing changes in project scope u00b7 Attends Client meetings and telecons to discuss operational issues u00b7 Ensures Client receives appropriate status update reports u00b7 Proactively identifies complex technical and process issues u00b7 Proactively assesses project needs and develops processes and solutions to address issues before they become significant problems u00b7 Ensures that the delivery of high quality, well executed projects u00b7 Alert to opportunities for follow on business or changes in project scope and engages appropriate management u00b7 Maintains confidentiality of information Project execution and success u00b7 Liaises closely with colleagues at all levels to discuss issues and resolve conflicts that may arise when managing a project u00b7 Demonstrates the ability to complete assigned tasks, meet project deadlines and achieve objectives u00b7 Proactively seeks opportunities to improve project efficiency, results, or team performance u00b7 Oversee project coordinator responsibilities, including attendee management u00b7 Uses knowledge, experience, and expertise to recommend suitable venues and project solutions u00b7 Conduct site visits to further influence the success of the meeting u00b7 Works within internal/external SOPs and guidelines u00b7 Provides expert quality control in respect of compliance to pharmaceutical industry guidelines u00b7 Manages the on-site delivery of meetings u00b7 Ensure communication with suppliers is clear and up to date u00b7 Provides guidance to project team members in technical or process areas Finance management u00b7 Ensures detailed project scoping information is obtained for every project u00b7 Ensures budget accuracy u00b7 Conducts budget revisions and reconciliations, recording changes in scope u00b7 Reviews profitability analysis u00b7 Ensures deposits and invoices are paid in a timely manner according to internal processes u00b7 Manages financial compliance procedures applicable to the delivery team u00b7 Monitors reconciliation timelines to ensure that agreed Client deadlines are met u00b7 Completes timesheets on time u00b7 Completes/approves project related expense claims Metrics for success u00b7 Utilization/billability target u00b7 Contribution to achievement of project, team, and departmental specific goals u00b7 Working within budgeted hours, monitor and communicate CISu2019s to Manager . Client satisfaction Competencies u00b7 Client Focus u00b7 Integrity and Ethics u00b7 Teamwork and Collaboration u00b7 Results Orientation u00b7 Business Analysis u00b7 Interpersonal Communication u00b7 Influencing Others u00b7 Networking u00b7 Solving Business Problems u00b7 Self Confidence and Self Control Skills: u00b7 Proven experience in a pharmaceutical meetings environment u00b7 Demonstrated ability to successfully manage meetings on time with high quality u00b7 Technical expertise u00b7 Client focused approach to work u00b7 Ability to interact professionally within a client organization u00b7 Strong problem-solving skills u00b7 Willingness to work in a matrix environment and to value the importance of teamwork u00b7 Excellent interpersonal, verbal, and written communication skills u00b7 Sound understanding of IT packages such as Word, Excel, and PowerPoint u00b7 Logical mind, shows a clear thought process before acting u00b7 Ability to manage multiple and varied tasks with enthusiasm and prioritize workload with attention to detail u00b7 Excellent knowledge of online registration software u00b7 Good knowledge of audiovisual equipment u00b7 A flexible attitude with respect to work assignments and new learning Knowledge and Experience: u00b7 Relevant pharmaceutical meeting planning experience u00b7 Equivalent experience organizing meetings within a similar industry and/or role is required #LI-REMOTEEEO Disclaimer Parexel is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to legally protected status, which in the US includes race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

Created: 2025-11-03