Pharmaceutical Meeting Event Manager II (Congress/Society)

***Pharmaceutical event planning experience required specifically with congresses and society events***

***Preference will be given to candidates within the Blue Ash, OH and Raritan, NJ areas***

Process Management (80%)

• Manage housing blocks for events, ensuring adherence to required contracting processes, timelines, and compliance with policies (e.g., attrition, rooming list submissions).

• Review supplier contracts to confirm accuracy of terms, conditions, cancellation, and attrition policies, using appropriate authorization and addendum forms.

• Develop and maintain detailed project timelines and workflow schedules.

• Oversee relationships with hotels, housing bureaus, and third-party suppliers, ensuring alignment with event needs and timelines.

• Build and manage Cvent registration sites for assigned events; collaborate with teams to address registration and air travel needs, conduct status meetings, and provide ongoing communication.

• Coordinate event logistics for congresses and society events, symposia and product theaters, including sponsorship, booth management, venue, catering, audiovisual, and other supplier arrangements.

• Manage speaker contracting and payment processing for symposia and product theaters.

• Oversee post-event reporting processes, including Transfer of Value compliance.

• Create event materials, including virtual playbooks, pre-event logistics presentations, and client communications.

• Ensure all materials and outputs align with client branding guidelines.

• Maintain accurate records, trackers, and file management systems.

• Provide on-site event assistance when needed, including pre-event preparation, verifying room setups, and reviewing billing details.

• Continuously identify and implement process improvements for future events.

Financial Management (20%)

• Adhere to established financial processes, including vendor setup, purchase order creation, and payment tracking from deposits to final billing.

• Ensure accurate post-event cross-charging with accounting.

• Create, manage, and contribute to program-specific budget trackers.

• Review and audit all event-related billing for accuracy

Qualifications

• Bachelor's degree or equivalent experience required.

• Minimum of 3+ years of experience in pharmaceutical event or meeting management.

• CMP / CMM / HMCC certifications preferred.

• Life sciences meeting planning preferred.

• Proven ability to drive change and efficiency and suggest technology solutions to stakeholders.

• Experience with Cvent registration websites, Microsoft Office (Teams, PowerPoint, Excel, Word), and data analytics.

• Strong written communication skills.

• Expertise in budget development and implementation of cost strategies.

• Ability to travel domestically and internationally up to 20%.

• Demonstrated ability to develop and maintain strong client and supplier relationships.

• Mid-level knowledge or certification in Cvent preferred.

DISCLAIMER: This job description is designed to indicate the general nature and level of work performed by associates within this classification. It is not designed to confirm or be interpreted as a comprehensive summary of all duties, responsibilities and qualifications required of associates assigned to this job

Maritz offers a comprehensive benefits package for full-time employees including medical, dental, vision, life insurance, disability, 401k, tuition reimbursement, paid time off, and more! Part-time employees may qualify for medical, 401k, and paid time off depending on total hours worked. View all details at www.MaritzBenefits.com.

Maritz will only employ applicants who have authorization to work permanently in the U.S. This is not a position for which sponsorship will be provided. Those who need sponsorship for work authorization now or in the future are not eligible for hire. No calls or agencies please.

Maritz is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to sex, race, color, religion, national origin, age, marital status, political affiliation, sexual orientation, gender identity, genetic information, disability or protected veteran status. We are committed to providing a workplace free of any discrimination or harassment. If you have a disability and are having difficulty accessing or using this website to apply for a position, you can request help by calling 1-636-827-0335 or by sending an email to peopleanddevelopment@maritz.com.