Senior Meeting Manager

Our Company
HCEsquared^® is a leading healthcare solutions platform developed by healthcare specialists for healthcare specialists to elevate patient care. We serve our community of clinicians by delivering practical clinical and non-clinical content through digital and in-person connections​. We provide our clinicians with solutions to serve their patients through onsite and digital educational content based on the newest and best therapies and techniques from respected thought leaders in the field of dermatology as well as services to enhance their career trajectories. Our offerings have been proven to enhance clinician confidence, demonstrated by our exceptional audience and partner retention rates for our ecosystem. The HCEsquared^® Events Team develops and executes continuing medical education in-person and virtual conferences and courses.

For more details on our clinician offerings and continuing medical education, please visit our portfolio companies on the hcesquared.com website. Our conferences can be viewed at www.dermsquared.org

 

The Essentials
This opportunity is only for those looking for a fast-paced startup environment. Let’s start with the essential qualities and values we are looking for in a candidate:

• Vision - the ability to zoom out, take a point of view on “What does good look like?” and passionately communicate this across and outside the organization 

• Strategic problem solving - the ability to define how to get to the vision by breaking the opportunity or problem down into simple and executable strategies 

• Accountability and collaboration - the ability to take ownership and be accountable for the outcome and motivate others to work effectively across the organization and set clear expectations 

• Personal grit - the willingness and ability to dive into executional details 

 

Job Description
Title: Senior Meeting Manager 
Reporting to: Chief Experience Officer
Location: Remote (Eastern or Central time zones) 

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Accountability

The Senior Meeting Manager will be responsible for end-to end project management and logistics of various live in-person and hybrid conferences. This role entails collaboration with expert medical faculty, various internal departments, fellow conference team members, and external vendors. This role requires on-site oversight of up to 5 in person events throughout the year, and accountability for program KPIs such as registration goals, attendee satisfaction, among other program-specific metrics.

The position will be part of the Events team which executes numerous in person, hybrid, and virtual events for dermatology healthcare providers on an annual basis. Prior experience in healthcare conference development is preferred, and experience in dermatology continuing medical education is a bonus. 

Responsibilities

Program Development

• This is as much a strategic role as a logistical one; The position will require working closely with clinical advisors and subject matter experts to develop the agenda, identify speakers, and curate the format of the conference
• The role will involve collaboration and support from medical writers, other internal scientific resources, and conference team members to develop and identify the structure or formats of sessions such as hands-on workshops, breakout sessions, and networking events
• Lead planning calls with co-directors and chairs regarding status of faculty confirmations, agenda updates, and conference overviews
• Communicate and present to the executive team regarding strategy and specifics of your assigned events
• This role is accountability for meeting timelines and milestones for agenda development, as well as collaboration with marketing to assist with marketing key programming and features to drive attendance to the event

Planning

• Manage project timelines and status reports
• Source venues and negotiate hotel contracts
• Manage hotel room blocks and housing
• Arrange food and beverage
• Create memorable special receptions, activities, and social events
• Collaborate with our inhouse and external partner production team members to arrange AV, floor plans, internet and power
• Organize local staffing and security.  Provide proactive, hands-on support during the set-up, execution, and breakdown onsite and be able to problem-solve and make quick decisions in real time
• Process post program reporting including attendance, analysis of conference evaluations, and budget reconciliation to leverage feedback to improve future events

• Sponsor Coordination
• Work with various sponsors (pharma companies) to coordinate subgroup sessions at our conferences including Product Theaters and Advisory Boards
• Collect and track sponsorship assets
• Develop and distribute communication, guidelines, and logistics to sponsor contacts
• Independently manage smaller events for sponsors as stand-alone ad boards, roundtables

• Meeting Material preparation
• Gather and prepare meetings materials for production such as signage, badge holders, handouts, meeting swag, and other giveaways

Special Projects

• While this role will have an assigned group of conferences to lead, you will play a supportive role to the rest of the conference team to contribute to our flagship larger scale events where time allows

 

Qualifications and Skills

Required

• 4-year degree from an accredited institution 
• 5+ years of hands-on conference or association meeting management
• Demonstrated experience in working with key opinion leaders and subject matter healthcare experts in development of agendas or educational initiatives  
• Extensive event planning, execution, logistics and meeting management
• High comfort level with technology including website platforms
• Strong proficiency in Microsoft Office Suite required (Word, Excel, and Power Point)
• Strong understanding of meeting technologies (Cvent, PassKey, Conference Mobile Applications such as CrowdCompass a plus) 
• Virtual meeting technology experience: Zoom, Microsoft Teams, GoToMeeting
• Self-motivated, fast learner who is ready to hit the ground running
• Extremely detail-oriented
• Problem solver with ability to be resourceful and solution-oriented
• Ability to work independently and under tight timelines on multiple projects at a time
• Strong written and verbal communication skills
• Up to 30% travel (approximately 5 conferences per year)

Preferred

• Medical conference, society, or medical education event experience
• Certified Meeting Professional (CMP) designation 
• Experience working with the Adobe Creative Suite (Photoshop) and knowledge of basic HTML
• CME experience and Dermatology education 

 

Salary Commensurate with Experience plus Benefits