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|Job Category :||Entertainment Industry|
|Company Name:||Smith & Nephew|
|Position Name:||Medical Education Event Operations Specialist|
|Location :||Andover, MA|
|Job Description :||Medical Education Event Operations Specialist
This role will be responsible for providing a world-class level of customer service on a day-to-day basis that represents Smith+Nephew Medical Education. This position will manage key programs within Medical Education from inception to completion and will act as a true business partner with Sales and Marketing to ensure delivery of the highest quality.
Additionally, the Medical Education Event Operations Specialist will be responsible for logistical ownership of entire event cycle including venue sourcing, contract negotiation, F&B planning, event design, web design, mobile app & registrations, onsite event support. This person will be able to utilize event technology logistics with Cvent Software, including registration, attendee tracking, reporting, onsite registration, mobile app creation, marketing initiatives, and pre/post-event evaluations. This person will also have excellent time management skills and the ability to manage multiple tasks while maintaining a high level of customer service.
Event Management Planning
Manage all aspects of event planning for Medical Education courses
Ensure corporate spend is within Health Care Compliance (HCC) guidelines
Research resources, make site visits, and lead pre-event meetings when necessary to help staff make decisions about event design
Event Management Execution
Lead on-site specialist for large scale Medical Education events, including management of registration desk and printed collateral. Attendees range from 20 – 300.
Reconcile and submit payments for Corporate meeting Card and routinely monitor charges to ensure proper usage
Plan and facilitate logistics for all events, including contract negotiations, guest lists, venue preparation, presentation materials, security, catering, entertainment, transportation, equipment, decor, and marketing materials
Troubleshoot and handle any issues that arise on the event day
Conduct Venue sourcing and negotiations via Cvent Supplier Network
Utilize technology such Zoom, Cvent, OnArrival, Social Tables, Crowd Compass and others as necessary
Generate and download reports: registrant, attendee, polling responses, and Q&A
Sends out confirmation email through Cvent
Tracks and processes all changes, including updating hotel confirmation numbers and cancellation numbers, room name changes
Provides reports such as: rooming, participants list, ground transportation, group air, arrival and departure, food and beverage, translation etc.
Knowledge of meeting planning policies and procedures.
Reporting and Compliance
Maintain accurate HCP Sunshine Reporting
Track HCP expenses and event budgets in CVENT event registration system as appropriate
Ad hoc duties
In addition to the above, employees are required to carry out any reasonable request to perform other duties as may be reasonably required within the scope of the job title and to work safely at all times with due regard for health, safety and environmental protection. Stay current, and often ahead of the curve, on event planning, design, and production trends, proactively identifying and solving operational challenges.
+/- 30% domestic travel
Bachelor’s degree or equivalent experience.
Minimum 3 -5 years’ experience in meeting planning and coordination, preferably in the medical industry.
Proven success as an event planner or coordinator
Flexible “can do” attitude, adaptable to change
Excellent written and verbal communication skills
Highly detail oriented with a critical degree of accuracy regarding event details
Strong interpersonal and communication skills
Highly organized, detail conscious, and able to prioritize multiple tasks
High level competency in planning and organization
Microsoft office proficiency
Prepared to work flexible hours
Cvent Certification strongly preferred
The above position description is intended to describe the general content, identify the essential functions of, and requirement for the performance of this position. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements. Complies with all health, safety and environmental policies, procedures and job hazard analyses applicable to specified job activities; including medical evaluations as required by job function. Completes all required HSE training. *For people managers, Responsible for direct reports and contract employees adhering to the general HSE responsibilities as specified above. Ensures HSE procedures are followed. Informs appropriate personnel of HSE performance within areas of responsibilities. Addresses HSE action items (non-conformances) within areas of responsibilities.
Smith+Nephew provides equal employment opportunities to applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability.
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