Associate Director, Meeting Management
As a member of the Account Services Team, the Associate Director, Meeting Management provides oversight across multiple meeting series, providing exceptional customer service and ensuring seamless program execution. The Associate Director is solution-oriented, and proactive with client and HCP requests, anticipating issues, integrating ideas and solutions, and creative strategies while ensuring the effective implementation of each to produce superior results. The Associate Director will provide strategic guidance and oversight to all direct reports, overseeing the implementation of all SOPs to execute successful programs.
Job Summary
As a member of the Account Services Team, the Associate Director, Meeting Management provides oversight across multiple meeting series, providing exceptional customer service and ensuring seamless program execution. The Associate Director is solution-oriented, and proactive with client and HCP requests, anticipating issues, integrating ideas and solutions, and creative strategies while ensuring the effective implementation of each to produce superior results. The Associate Director will provide strategic guidance and oversight to all direct reports, overseeing the implementation of all SOPs to execute successful programs.
Job Duties and Responsibilities
- Manages assigned programs, and provides stewardship to direct reports for all program related activities
- Builds strong internal and external relationships and maintains regular and effective communications with key stakeholders across multiple accounts
- Oversees and takes ownership for execution of all account initiatives; delegates tasks as needed, creates actionable plans, and provides ongoing feedback for direct reports
- Responsible for actively motivating, training, and mentoring direct reports; leads direct reports toward their career goals through constructive feedback
- Provides strategic counsel to clients and manages expectations with regards to program execution, pro-actively providing project strategies, tactics and addressing feedback or issues
- Joins regularly scheduled client team calls and meetings for assigned as well as direct reports’ accounts as needed
- Supports vendor management in partnership with senior manager; builds relationships, communicates SOPs and ensures expectations are communicated, finds efficiencies
- Vision and determination to identify and develop opportunities to grow our clients’ business
- Conveys client and HCP challenges and perspectives to project team members
- Keen eye on fiscal responsibility for all assigned projects, understands how to manage project margins and identify cost savings on a per project basis; Coaches junior team on fiscal responsibility (ex. How to manage hours and OOPs within budget)
- Oversees, develops, and manages project plans in alignment with internal processes, and identifies opportunities to continuously improve efficiency
- Manages flawless execution of more complex live events
- Ensure projects keep moving and that any blocking issues are identified in advance and communicated widely to relevant stakeholders
- Responsible for regular review of burn reports and interim/end-project financial reconciliations; responsible for ensuring that direct reports’ hours are within budget and providing coaching where needed for streamlining
- Works with the Director to streamline SOPs and ensure company procedures are adhered to and/or continuously improved to ensure program success
- Available to travel as needed when required (up to 15-20%)
- Available for occasional teleconferences outside of usual working hours, to help ensure company-level global coverage of client needs
The above job description in no way states or implies these duties are the only duties performed by this employee. The incumbent is expected to perform other related duties necessary for the effective operation of the department and company.
The Company reserves the right to change or alter any of the above duties and responsibilities according to the operational needs of the department and Company.
Education, Experience, and Skills
- Experience as pharmaceutical meeting planner lead, healthcare communications experience, experience with management of direct reports
- Demonstrated project management experience for medical communications projects and pharmaceutical meetings/events delivered both live and virtually
- Experience in internal and external stakeholder management
- Experience leading, managing, and mentoring project teams
- Be highly organized and able to keep team members moving forward while tracking multiple operational needs
- Demonstrated excellent decision-making, critical thinking, and problem-solving capability in a very fast-paced environment.
- Demonstrated project management experience for meetings/events including congresses, symposia, speaker trainings, advisory boards
- Proficient in spreadsheets and project management software
- Highly efficient in the use of Office 365
Conditions of Employment:
Verification of employment history, professional references, and education or training.
Working Conditions and Physical Effort:
- Work is normally performed in a typical interior/office work environment
- Travel may be required based on business needs (domestically and internationally) and attend virtual programs outside of working hours as needed.
Aptitude Health is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
