Description

The Event Experience Manager will work closely with the client to understand the program goals and objectives and provide a return on their investment throughout each aspect of the program.  The Event Experience Manager focuses on tactical operations and works with the operations team to provide optimal services to the account to support those goals.  The Event Experience Manager works effectively and efficiently with the internal support teams, external clients, and vendors and stay in compliance with the corporate and/or pharmaceutical guidelines. 

Note: This position requires English and French language skills

What you will do here:

You will have the opportunity to tap into your curiosity and collaborate with some of the most innovative and diverse people around the world. Here, you will make an impact by:

• Leads the logistical planning and execution of a variety of moderate to complex medical education programs (Symposia; Advisory Panels; Workshops) and Voice of Customer advisory meetings for the West Mediterranean Region (France, Spain, Portugal). Provides specialized professional services to manage programs and events with proficiency in full-service meetings management inclusive of venue sourcing and contracting, registration site creation and management, group travel arrangements, meals and lodging, room set-up and audio-visual requirements.  Manages program budgets and expense reporting. Conducts work independently with the freedom to choose methods within broadly defined processes and tools to produce desired results and when necessary, consults with supervisor for assistance.
• Develops knowledge of, and an unwavering commitment to healthcare compliance to ensure compliance with Health Care Professional (HCP) interactions, transparency reporting and throughout the lifecycle of events.
• Delivers the highest level of customer service to HCP event participants. Collaborates and communicates effectively with internal partners on a managerial professional, supervisory, or co-worker level, establishing and maintaining constructive relationships. Develops strong partnerships with corporate travel agency and other external vendors and suppliers to ensure the success of events. Handles non-routine and difficult inquiries. Adapts differing techniques and methods to develop solutions for a variety of issues, appropriately applying extensive experience, research, and individual reasoning to achieve desired results.
• Has direct impact on the team/work group, providing direction, advice, or focus as needed. Collaborates effectively and is accountable for the activities and results of assigned events. Mentors and coaches team members and contingent workers.  Proactively participates on and leads functional and cross-functional projects that are typically short-term with specific results expected.  Ensures program and project objectives and deadlines are met.
• Engages in the development, implementation, and enforcement of policies and procedures. Identifies gaps and opportunities for improvement.  With approval from manager, develops and leads improvement initiatives and/or solutions to work processes and tools, to drive maximum efficiency and effectiveness. Decisions may impact multiple workgroups or teams, or related activities within the Global Meeting Planning function.  Applies knowledge and assesses risks properly in decision-making, seeking guidance and support from manager for more complex or high-risk situations. Has the ability to influence and demonstrates advanced persuasion skills.
• Project Management with consultative approach for virtual, hybrid or in person meetings

• Client, Financial, and Vendor Management
• Manage multiple projects on tight timelines
• Event Management
  • Follow all client mandated SOPs as required
  • Digital producer and/or tech support for your own events
  • Work with the Procurement Department to source and secure event space and guestrooms
  • Understand, review and monitor contract terms, space, and guest room blocks
  • Source, secure and manage all required suppliers for event including but not limited to DMC/Ground company, AV/Production company, Off-site venues, etc.
  • Profile management in Event Software (Cvent or client Event Software) for paid conferences and related complexities; manage status movement throughout life of the Event, keeping event data and financial data accurate and up to date, at all times
  • Create and manage event resume, event specification sheets and client and internal timelines based on company and client SOPs
  • Have a working knowledge of Event Software capabilities and the ability to guide clients on website development that produce quality reports to fulfill the budget owner’s needs
  • Understand registration and reporting expectations for event. Where applicable, collaborate with M&IW’s Attendee Registration Department on all attendee communications, event reporting and housing inquires
  • Guide internal and external teams throughout process through effective communication and organized plans
  • Schedule and hold internal team meetings throughout the life of each event: introductory kick-off meeting, pre-con and post-con meetings
  • Collaborate with M&IW’s Group Travel Department or client-specified travel management company (TMC) to offer airline booking to event attendees, if needed
  • Work with M&IW’s mobile app team to create an app on a platform that meets the client’s event
  • Act as the liaison with designated vendors and the hotel/venue to provide the support and communication required to execute a seamless event
  • Secure gift and giveaway items and products as requested by client, meeting client and company SOPs for multiple bids
  • BEO review and execution
  • Coordinate and schedule all required ground transportation using preferred vendors
  • Creation/coordination of distribution of travel letters and departure notices

• Marketing, Sales and Event Design Services
  • Collaborate with creative team to design any promotional materials for the event, or any materials for distribution at the event
  • Research entertainment options to meet theme and budget (DJ, band, dancers, performers)
  • Create décor and lighting presentations based on theme and budget, working with production companies
  • Create and manage diagrams based on guest counts, entertainment, equipment, A/V and lighting components
  • Act as liaison between hotel/venue and all vendors, providing the support and communication required to produce a seamless show
  • Create production schedule, supervise deliveries, setups and strikes of stage, A/V, lighting, décor, equipment
  • Manage logistics and riders for entertainment companies
• Financial Management
  • Full understanding of client financial internal requirements and deadlines
  • Budget creation/management
  • Manage all event related payment requests and processing
  • Full audit and reconciliation of the hotel and other vendor invoices
  • Cost savings worksheet creation and management
  • Final invoice document management
  • Reconciliation management including estimated invoice and final invoice requirements
• Vendor Management
  • Source, secure and manage all required suppliers for event to allow for the best services at the most effective pricing
  • Negotiate cost savings and manage payment/reconciliation process
  • Clearly & effectively communicate to each vendor the goals & objectives of the event and the requirements and specifications of the event
• Onsite Services
  • Provide strong leadership and communication skills to both the Onsite team as well as all vendors, and the ability to lead events to allow for successful end results
  • Manage and lead all pre-con and post-con meetings both internally at M&IW as well as with all applicable vendors and clients
  • Create and manage Onsite Execution Plan for all staff
  • Host daily staff meetings to keep staff updated and informed
  • Be a true leader onsite-for internal team/client and attendees
  • Create and manage Onsite Emergency Preparedness Plan for your event
• Life Sciences clients only
  • Understand policies and issues pertaining to events with HCPs in attendance
  • Knowledge of HCP payments: Fee for service (FFS), honoraria, and Expense reimbursement (NEER)

Who you will work with:

• Reporting to the Sr. Customer Success Manager
• Internal team members from multiple departments
• External clients and key stakeholders
• Vendors and supplier-partners

What we expect: 

Details of these areas are shared during interviews and monthly reviews:

• Cultural Excellence  
• Role Expectations  
• Emotional Intelligence 

What you will bring:

• College degree or equivalent experience
• Minimum 6 years of experience in the meetings industry, specifically in operations
• Highly proficient oral and written communication skills in English and French languages
• Knowledge of virtual and hybrid event options
• Experience working in a virtual office environment a plus
• Experience in life sciences event operations a plus. Basic knowledge of and experience with Health Care Compliance practices pertaining to interactions with Healthcare Professionals (Pharma Guidelines and Med Tech Code of Conduct)
• Proficient in Microsoft Office systems (Outlook, Excel, OneNote, Word, and Power Point)
• Experience with database management programs (Cvent preferred)
• Meetings Management Certification (CMP, Cvent Certified)
• Ability to travel up to 35% domestic and international

What we provide:

• Competitive salary
• Paid holidays
• Accrued personal time off for vacation and sick leave
• Laptop, additional monitor, and mobile phone
• Global Giveback program for volunteer service
• Remote Office / Work from home in the United Kingdom

Who we are:
M&IW is a global event management firm specializing in virtual, hybrid, and in-person experiences of all shapes and sizes as well as consulting and enterprise strategies. As an entrepreneurial organization, we place customers at the center of everything we do and prioritize their needs through our core values of quality, agility, flexibility, and innovation. M&IW is a third generation, privately held, certified Women's Business Enterprise (WBE) in business for more than 50 years. Headquartered in Wisconsin, USA, and supported by a remote workforce across the US and in the UK, China, and Brazil. 

M&IW provides a portfolio of management services for meetings, events, incentives, conferences, and tradeshows. Those services include Event Management and Design, Event Sourcing, Attendee Registration and Reporting, Event Technology and Production, Creative Services, Event Marketing and Communications, Gifting and Engagement Strategies, Incentive and Recognition Solutions, Group Air Travel, On-Site Execution and Staffing, and Event Analytics. Our consulting and enterprise services include Technology Implementation and Administration, Meeting Policy, Process and Optimization, Third-party Governance, Executive Dashboards and Analytics, and Sustainability Best Practices and Tracking.

GLOBAL HEADQUARTERS:        

10520 7 Mile Road, P.O. Box 65, Caledonia, WI 53108 | Phone +1 262-835-3553
www.meetings-incentives.com
M&IW associates located throughout the US, UK, Latin America and Asia Pacific Regions

Requirements

• College degree or equivalent experience
• Minimum 6 years of experience in the meetings industry, specifically in meeting operations
• Highly proficient oral and written communication skills in English and French languages
• Knowledge of virtual and hybrid event options
• Experience working in a virtual office environment a plus
• Experience in life sciences event operations a plus. Basic knowledge of and experience with Health Care Compliance practices pertaining to interactions with Healthcare Professionals (Pharma Guidelines and Med Tech Code of Conduct)
• Proficient in Microsoft Office systems (Outlook, Excel, OneNote, Word, and Power Point)
• Experience with database management programs (Cvent preferred)
• Meetings Management Certification (CMP, Cvent Certified)
• Ability to travel up to 35% domestic and international