Director, Meeting Planning (Florham Park)

Overview

The Director of Meeting Planning works across all Shionogi US departments and has direct responsibility and oversight of the Meeting Planning function which includes the execution and management of all Shionogi non-HCP, internal (onsite) and external (off-site) meeting planning activities.

This individual will bring subject matter meeting and event planning expertise to Shionogi US, with responsibilities including both individual management of events as well as management of vendors (when appropriate) to ensure seamless execution of larger events, managing each meeting’s budget, and executing each program on-time and within budget while ensuring events, meetings, and activities are compliant. This role requires significant relationship management of internal stakeholders, including interfacing with and supporting C-suite level executives and high-profile customers in appropriate engagements.

This role is considered pivotal to the success of the business by ensuring meaningful meetings are planned and executed flawlessly, thus enabling continuity of the business and encouraging strategic dialogue.

Responsibilities

• Directly oversees and is responsible for the Planning, Management, Execution and Reconciliation of all Shionogi US non-HCP meetings including but not limited to:
  • National Sales Meetings
  • Launch Meetings
  • Corporate Town Halls
  • Corporate Events
  • External Congresses/Conferences and Meetings
  • C-suite Meetings
  • Medium to larger on-site and/or hybrid business meetings e.g., trainings/workshops, department/team offsite meetings, Team Building events, etc.
• Serve as key project lead for Shionogi US; this requires creation of and execution against a strategic plan for each event that includes (not an exhaustive list):
  • Detailed event documents, including scope and strategy of the event
  • Venue/location sourcing and scoping, including cost proposals
  • Detailed budgets with vendors, costs, and expenses outlined
  • Responsibilities grid outlining choice of vendor(s) and roles
  • Full meeting agendas including a run of show and detailed schedules
  • Communication plan including internal stakeholder touchpoints, attendee management, and overall meeting organization
  • Rooming lists & travel manifestos including ground transportation, air/other travel, etc.
  • Event décor, ambience, banquet event documentation, meeting room and audio-visual equipment requirements, food/beverage requirements, and other pertinent needs
  • Guidance and details of operations of customer events and activities
• Responsible for the establishment/negotiation of all meeting/event contract terms and conditions to minimize risk and cost
• May provide professional guidance and contract support to additional contracts that do not require meeting planning assistance i.e., hotel/venue contracts for offsite meetings
• Prior to each meeting, ensures that a formal meeting planning process and budget is in place and communicated to required stakeholders.
• Develops, manages and monitors detailed meeting planning budgets, contracts, billing, control documents and financial data reports/analysis in a compliant and timely manner
• Manages all activities and logistics associated with each meeting, including but not limited to:
  • Managing external vendors, agencies, convention centers/hotels/venues etc.
  • Attendance management i.e., oversight of meeting planning event portal, CVENT and all meeting requests, registrations and communications
  • Manages and directs the installation and dismantle crews at off-site meetings and provides on-site support for all off-site meetings to ensure goals are met
  • Audiovisual and presentation management
  • Budget development and reconciliation
  • Program evaluations and follow-up
• Serves as the key representative of Shionogi US in the meeting to assist internal clients: Employees, executives, and customers.
• Support ad-hoc meetings and events and procurement needs e.g., meeting favors and gift items as required
• Dotted-line oversight of Administrative Assistant to support the administrative execution of specific Meeting planning tasks

Minimum Job Requirements

Qualifications

• Bachelor’s Degree required
• Minimum of 8-10 years of progressive experience in meeting/event planning in a corporate environment; Experience in pharmaceutical industry meeting management
• Proven experience overseeing meeting and event management programs, resources, vendors and vendor staff for onsite, remote and hybrid meetings
• Proven ability to manage span of control and resources for different types and sizes of meetings/events both independently and through a vendor
• Experience overseeing meeting planning contracts and financial budgeting, expensing and reporting
• Experience working in a meeting planning portal (i.e., CVENT) and remote meeting platforms (i.e., Webex, Team) highly preferred

Competencies

• Excellent project management, organization and time management skills with the ability to simultaneously keep multiple projects priority and moving with multiple stakeholders
• Flexibility and ability to successfully navigate and succeed in a rapidly changing, fast-paced, deadline driven environment with multiple priorities
• Growth mindset with “can do” attitude and high emotional intelligence
• Ability to problem-solve and develop solutions for routine day-to-day issues
• Strong ability to influence laterally and vertically
• Anticipates needs, proactively identifies solutions and makes recommendations to key stakeholders
• Strong interpersonal and relationship management skills with the ability to develop effective working relationships with multiple levels of management and across a range of functions
• Advanced verbal and written communication skills, comfortable presenting to stakeholders and Senior Leadership

Other Requirements

• Must be willing to work flexible hours including occasionally weekends and evenings
• Ability and willingness to travel approximately 30-50% of the year
• Must live a commutable distance to our US Corporate Headquarters in Florham Park, NJ. Office presence is required at least 3 days per week

Essential Physical and Mental Requirements

• Ability to articulate clearly and conduct verbal presentations with large and small audiences.
• Ability to travel via automobile and/or airplane.
• Ability to view video display terminal images < 18” away from face for extended period of time – up to four (4) hours at a time.
• Ability to operate a computer keyboard and telephone.
• Ability to sit for extended periods of time – up to four (4) hours at a time.
• Ability to lift, tug, pull up to fifteen (15) pounds.

Disclaimer

The job description is not designed to cover or contain a comprehensive listing of requirements, duties or responsibilities that are required of the employee. Other requirements, duties and responsibilities may change or be assigned at any time with or without notice.

You acknowledge and agree that information described herein may be disclosed to applicable regulatory authorities, alliance partners and/or third-party service providers as necessary for Shionogi to fulfill its obligations under applicable laws, including but not limited to compliance with regulatory inspections and/or audits.

EEO

Shionogi Inc. is an equal opportunity/affirmative action employer. All qualified applicants will receive equal consideration for employment opportunities based on valid job requirements without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity, marital status, national origin, age, ancestry, citizenship, disability, genetic information, status as a disabled veteran, a recently separated veteran, Active Duty Wartime or Campaign Badge Veterans, and Armed Forces Service Medal Veterans, or any other characteristic protected by applicable law. It is the policy of Shionogi Inc. to undertake affirmative action in compliance with all federal, state, and local requirements to recruit a diverse pool of applicants and to ensure that our employment practices are, in fact, non-discriminatory.

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