Fresenius Medical Center Sr. Event & Meeting Manager in Waltham, Massachusetts
PURPOSE AND SCOPE:
Multi-disciplined, subject matter expert (SME) delivering a diverse scope of technical and logistical expertise in meeting and event planning and execution for a wide range of large and complex meetings and events. Part of a collaborative team responsible for outstanding leadership and service in planning meetings and events across all FMCNA business units. Works closely with stakeholders and external vendors to achieve meeting goals and objectives. Leads event management function supporting a major national business unit. Identifies target audience, devises event or sponsorship concept, develops ROI methodology, plans logistics and coordinates technical aspects, pre-launch. Responsible for vendor management, contracting, project management, budget and reconciliation management overall and by client, custom site building and management using the company designated Meeting & Event Management Software System, and event registration/exhibits ensuring adherence to FMCNA legal and compliance regulations and policies.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Responsible for planning and executing all aspects of external events and trade shows, internal Clinic Manager Conferences and Medical Director Meetings, and any other events that may become part of the assigned business scope.
Work with management team to vet all conference and event opportunities, research/recommend new opportunities, lead planning and execution around all aspects of FMCNA participation and maintain full responsibility over event budget(s).
Provide SME and direction in the execution of best practices to improve meetings and events, and operational efficiencies.
Coordinate and lead weekly production and planning meetings.
Maintain all meeting documentation and data.
Primary lead for building custom registration and web applications through the company designated Meeting & Event Management Software System (ie: Cvent) to support internal and external events.
Function as the primary event liaison for all supporting departments, vendors, and internal clients with frequent interaction with business unit executives.
Develop plan(s) for using events to meet company objectives for growth and brand awareness among targeted audiences.
Plan and oversee annual conference schedule including direct participation, co-sponsored presences and company hosted events.
Conduct intake meetings with internal clients requesting marcom support for events/meetings, to develop their thoughts and ideas into concepts for marcom projects that support company goals and objectives.
Elicit competitive bids for substantive project work according to department policy to ensure projects are cost effective, adhere to quality standards and are executed in an efficient and timely manner.
Follow guidelines to ensure vendors meet corporate eligibility standards and sign appropriate Business Associate Agreements agreeing to meet all compliance and privacy standards.
With supervisor, and internal client endorsement, negotiate for vendor services. Elicit vendor agreements to respect confidentiality of FMCNA intellectual property and market knowledge, and to ensure full company ownership rights for any and all work products developed.
Ensure all messaging and copy and promotional claims are referenced, and approved per Communications Approval Policy, through review by Legal, Compliance, Clinical (if applicable) and Executive.
Coordinate fulfillment of the final materials from production sources, and supervise and facilitate distribution to end users.
Lead venue selection including negotiating for general space availability, booth space, speaking opportunities, additional onsite activation.
Oversee requirements for rooms, meeting facilities, food, materials, A/V equipment, etc. and arrange with venue.
Develop and execute plan to drive attendance among key audiences at events.
Develop effective lead generation tactics, track and report results.
Work with Marketing team to ensure accuracy, timeliness, quality and impact of attendee promotional campaign materials.
Lead teams to develop conference and event materials including presentations, booth graphics, giveaways, etc.
Align pre-conference or event promotional programs including emails, display campaigns, PR announcements, and related blog/website content.
Select and negotiate with local contractors/suppliers as needed.
Uphold and maintain brand standards.
Maintain user confidence and protect operations by keeping information confidential.
Contribute to team effort by accomplishing related results as needed.
Maintain professional and technical knowledge by attending participating in professional development opportunities and educational workshops, reviewing professional publications, establishing personal networks, benchmarking state-of-the-art practices, and participating in professional societies.
Manage projects and problems of complex scope, develop and select realistic and relevant plans, methods, techniques and recommendations for obtaining solutions. May consult and refer to manager on issues, as deemed necessary.
Act as informal team lead and SME; mentor and provide guidance and assistance to junior level staff with more complex tasks that require a higher level of understanding of functions.
Network, cultivate and manage strong relationships with stakeholders, various levels of operational staff, and external clients and vendors.
Other duties and projects as assigned.
Additional responsibilities may include focus on one or more departments or locations. See applicable addendum for department or location specific functions.
PHYSICAL DEMANDS AND WORKING CONDITIONS:
The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Significant travel required; must be willing to travel up to 50% of the time, with most travel over weekends. (Typical annual calendar, 15 annual events).
Evening and weekend work required, as needed to support business needs and demand.
Bachelor’s Degree required; Advanced Degree desirable - specialization in meeting and event management services, and/or marketing/communications.
Certified Meeting Professional (CMP); Certified Meeting Management (CMM); Project Management Professional (PMP) accreditation designations preferred.
EXPERIENCE AND REQUIRED SKILLS:
Bachelor’s degree with 8 – 12 years’ related experience; or an advanced degree with 6+ years’ experience; or equivalent directly related work experience in corporate event industry with increasing responsibility.
Minimum 5 - 7 years’ of meeting and event experience in healthcare services or other related industries.
Minimum 5 - 7 years’ experience in marketing and advertising.
Minimum 3 - 5 years’ senior project management experience.
Demonstrated initiative at translating concepts and ideas into concrete deliverables.
Strong internal and external relationship building and customer management skills.
Familiarity with competitive dynamics and market structure of dialysis industry.
Strong, polished interpersonal skills with the ability to develop and cultivate successful relationships with high-profile stakeholders, communicate with all levels of management, lead internal work streams and work as part of a team.
Demonstrated experience in writing at the level and tone suitable to be compelling with diverse audience segments: physicians, colleagues, peers, executives, and external customers.
Exceptional organizational, project and time management skills with flexibility to maintain focus and productivity in a busy environment of frequently changing priorities and tasks.
Strong conflict management skills with the ability to analyze highly complex issues to develop realistic and relevant plans and recommendations.
Demonstrated ability to think quickly and make swift independent decisions, translate strategy into action, communicate complex issues, and orchestrate plans to resolve issues and mitigate risks.
Strong negotiation, critical thinking, analytical and communication skills.
Advanced proficiency in computer software such as Microsoft Office products (ie: Word, Excel, PowerPoint) and Meeting & Event Management Software (ie: Cvent).
Ability to travel up to 50% of the time and available evenings and weekends.
Mature, self-motivated, strategic, balanced and innovative.
Graphic Design experience a plus, but not required.
EO/AA Employer: Minorities/Females/Veterans/Disability/Sexual Orientation/Gender Identity