Meetings planner

Job Description - Meetings planner MY) As a Meeting planner , you liaise with clients and lead the organization and management of corporate meetings and events through the implementation of strategy, delivery of objectives and execution of logistics. Responsibilities Liaise with clients and sales account to explore customer needs and to ensure satisfaction Examine briefs and RFPs to understand the event objectives and requirements Conduct supplier research to identify opportunities for events, gather information and negotiate supplier conditions and prices – searching, analyzing and recommending venues for various events around the country (hotels, restaurants and private venues) based on the programme details, number of attendees, type of event and desired outcomes; planning transfer solution (train, flights etc.) Select the panel of suppliers to work at the project development Work with internal staff and external partners and vendors to develop both event logistics and content Lead pre‑event tests or site inspections Directly (or indirectly through a partner) coordinate decisions about venue sourcing, transportation, caterers, entertainment, staff, creatives, set design, A/V equipment, graphics, video production, website and app development Produce a proposal for the event (content and budget) including presentation, references, demos, etc. Coordinate and monitor event timelines and budget management, ensuring deadlines are met Ensure compliance with insurance, legal, health and safety obligations as well as internal procedures Proactively handle any arising issues and troubleshoot any emerging problems during the planning phase Manage operations to handle client queries and troubleshooting during the event to ensure that all run smoothly Ensure pre and post‑event evaluation (including data analysis and producing reports for event stakeholders) Propose ideas to improve processes, provided services and event quality Working with vendors to obtain requested products and services for events Working with internal and external staff to prepare communication materials for various events, including invitations, registrations, agendas, reimbursements, event rosters, Power Point presentations, and room signage Coordinating all logistics for event participants including transportation and lodging arrangements Organise facilities and manage all event’s details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material Coordinating venue management, caterers, stand designers, contractors and equipment hire; planning room layouts and the entertainment programme, scheduling workshops and demonstrations; coordinating staffing requirements and staff briefings Organising facilities for car parking, traffic control, security, first aid, hospitality and the media Creating and maintaining detailed event management documents including budgets, status reports, and event on‑site logistics checklists Utilizing internal policies and procedures for processing travel reimbursements for event participants Maintaining standard operating procedures for events to ensure desired outcomes are met Qualifications 4 to 5 years' experience planning meetings with the pharmaceutical industry within an agency Knowledge of pharmaceutical industry compliance, processes and policies Initiative, attention to details, process oriented Highly organized administrative skills (gathering invoices, event closure deadlines) Ability to communicate effectively and professionally with all levels of management and clients Ability to work accurately and timely – in order to meet deadlines Ability to be flexible and handle change well MS Office knowledge GDS (Amadeus) knowledge is a strong plus As an Equal Opportunity Employer/Affirmative Action employer, CWT will not discriminate in its employment practices due to an applicant's race, color, religion, sex, national origin, veteran status, disability status, sexual orientation, gender identity or any other federal, state or local protected class. CWT also offers opportunities to all job seekers including job seekers with disabilities. If you need a reasonable accommodation to assist with your job search or application for employment, please fill out our contact form. In your message please include a description of the specific accommodation you are requesting and a description of the position for which you are applying. #J-18808-Ljbffr