Associate Strategic Meeting Planning Specialist
hace 6 meses
In this role, the Associate Strategic Meeting Planning Specialist is responsible for all aspects of planning and supporting Medical Education, Consultative and Third-Party events for Latin America.
The Associate Strategic Meeting Planning Specialist coordinates all event preparations including working 1:1 with the program manager to clarify event needs of their customers, manages attendee experience including registration processes, hotel accommodations, flight booking, logistics communications, menu selection, air/train/ground transfers. This person will also source appropriate event venues, manage, and track all event expenses while adhering to assigned budget to ensure accurate transfer of value reporting to the government. This person will also ensure honoraria letters are provided to faculty prior to the event, ensure evidence is provided post event and request payment.
**Position Responsibilities**
- I n compliance with Medtronic policies and relevant regulations, plans and organizes external business-related meetings, symposiums, conferences, and program events by working with meeting stakeholders to align and execute against strategic direction (e.g., meeting objectives, desired outcomes, intended audience)
- Addresses all aspects of budget and billing, including development of and tracking against budgets, identification and capture of cost savings/cost avoidance efforts, reconciling master bill, coordinating payments to vendors, and managing meeting expenses.
- Investigates, sources, negotiates, and coordinates hotel and ancillary meeting services (includes contractors, vendors, onsite staff) while managing all logistics of program functions, including but not limited to meeting space set-up, catering, arrangement of air and ground transportation.
- Facilitates attendee experience through registration, communication, and attendee management to support needs related to meeting attendance (e.g., accommodation requests, RSVPs for sessions, travel manifests).
- Generates, analyzes, and communicates event level and cross-event reporting against identified key meeting metrics and value-proposition indicators, as needed.
- On-site host & support to all guests, ensuring concierge level hospitality and service during all events which can include internal and external business-related meetings. Host responsibilities include receiving guests upon arrival, facilitation of executive host interactions, meeting transitions, and oversight of all logistics.
- Works closely with on-site lab manager to ensure lab is booked accurately, specimens and all necessary product/equipment is ordered and available during event for optimal attendee experience.
- Travel up to 10%
- Ability to work before and after traditional working hours (e.g. 8-5:00 PM) as well as some weekends to appropriately support events.
**Must Have: Minimum Requirements**
- Bachelor’s Degree
- Excellent oral and written communication skills
- Bi-lingual: English & Spanish
- Outlook, Excel & Word - Microsoft Suite
**Nice to Have**
- Fluent in Portuguese
- Certified Meeting Planner?
- Previous experience in Medical Device industry, 2 years post-degree in a customer-facing position
- Experience interactively engaging and effectively working cross-functionally with sales teams, marketing, clinical, research, and quality Cvent Event Management
**About Medtronic
**Together, we can change healthcare worldwide. At Medtronic, we push the limits of what technology, therapies and services can do to help alleviate pain, restore health and extend life. We challenge ourselves and each other to make tomorrow better than yesterday. It is what makes this an exciting and rewarding place to be.
We want to accelerate and advance our ability to create meaningful innovations - but we will only succeed with the right people on our team. Let’s work together to address universal healthcare needs and improve patients’ lives. Help us shape the future.
Physical Job Requirements
The physical demands described within the Responsibilities section of this job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. For Office Roles: While performing the duties of this job, the employee is regularly required to be independently mobile. The employee is also required to interact with a computer, and communicate with peers and co-workers. Contact your manager or local HR to understand the Work Conditions and Physical requirements that may be specific to each role. (ADA-United States of America)
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