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Medical Meeting and Education Manager - Southeast Preferred - Remote Job (Orlando-Based Office)

companyGlobal Event Team
location2580 Gulf to Bay Blvd, Clearwater, FL 33765, USA
PublishedPublished: 1/29/2023
Full Time

Interested applicants should email their résumé to Katharine Hayes at khayes@globaleventteam.com

We are looking to fill a full-time contracted OR a salaried position that can includes health care benefits (medical, dental and vision), a 401k plan, and generous vacation plan.  

A BRIEF SUMMARY OF THIS REALLY AWESOME JOB:

Do you have experience planning (and executing!) medical conferences and events, and do you love it? This Medical Meeting and Manager position will report to and work alongside the Organization’s Senior Meeting Manager and will have direct communication with the Association’s Executive Director. Experience and knowledge in academic and/or medical meetings, as well as keen knowledge and understanding of CME requirement criteria is essential. This position will oversee the entire abstracts submission and review process, and work directly with the volunteer committee chairs and members to design and implement their specific vision for their meetings (both part of the main program and pre-meeting/ICW programs). 

This role may also take on meeting and event planning responsibilities for other GET client meetings as well, which are not in the Life Sciences industry, and will work closely with all departments to ensure success on their meetings. This position may be responsible for budget development; client relations; program profitability; and day-to-day pre-operations program management, such as building and maintaining registration websites, QC processes and other logistical assignments.

We have a lot of really great clients, and we need a fun, energetic, team member with the ability to take the lead on a key account, and plan and execute their events — we promise you won’t be bored and there is a tremendous opportunity for growth! 

SOUNDS GREAT! BUT WHAT DOES THE JOB REALLY ENTAIL?:

The Bulk of the Job — Meeting Operations:

  • Manage the main meeting program for a key account in the Life Sciences sector, as well as separate pre-meeting symposiums and workshops
  • Virtual attendance at weekly status meetings with entire planning team
  • Communication! Work directly with committee chairs and members to determine program content by scheduling and facilitating committee-specific meetings (committee meetings are held virtually)
  • Oversee the abstract submission and review process from inception to completion 
  • Work with Logistics Meeting Manager to schedule sessions in accordance with the contracted meeting space
  • Communicate directly with speakers/authors to ensure all tasks are completed on time and correctly in accordance with program requirements
  • Collect, organize and maintain meeting-related materials (program slides, CME-related materials and information, financial disclosures, speaker bio information, etc.)
  • Develop and manage timelines, setting clear deadlines for all milestones related to each meeting, and tracking adherence to those deadlines
  • Manage the creation of the pre-event electronic program and final printed program
  • Post-event evaluation management
  • Potentially manage/planning of meetings and special events for additional GET clients, including A/V arrangements and food and beverage, in conjunction with activities, transportation and other operational logistics
  • More communication! Ensure accurate and efficient professional communication between client, hotel, vendors, attendees and GET employees

YEP, THAT’S ME!:

Ideal Candidate:

  • Located in the Southeast U.S. (primarily remote work environment) – although we will consider candidates outside the Southeast 
  • Bachelor’s degree preferred
  • Six years minimum experience
  •        Experience within the academic and/or medical meetings field, and knowledge of administration and reconciliation of CME
  • Must be able to travel 25% of the time (often less, rarely more) 
  • Valid passport
  • Excellent verbal and written communication skills
  • Excellent time management skills, attention to detail, multi-tasking abilities and the ability to meet tight deadlines (this is a big one – and see below!)
  • An understanding that the workday doesn’t always end at 5:30 p.m. when there’s a deadline involved 
  • Strong computer skills required; must have ability to learn and work in a Mac environment and ability to use a number of online / cloud-based applications (Slack, Monday etc.)
  • Creativity and a drive to innovate a plus! 
  • Experience with registration software platforms beneficial
  • Ability to work efficiently in a remote (work from home) environment
  • Ability to read, analyze and interpret complex documents

Benefits:

We are looking to fill a full-time contracted OR a salaried position that can includes health care benefits (medical, dental and vision), a 401k plan, and generous vacation plan.  

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  

While performing the duties of this job, the employee is regularly required to use a computer for long periods of time. The employee is frequently required to sit. The employee is occasionally required to stand and walk quickly over many hours at a time. Frequency of walking and standing will increase when the employee travels onsite to work during execution of an event. The employee must occasionally lift and/or move up to 10+ pounds. Specific vision abilities required by this job include close vision, color vision and the ability to adjust focus and correctly transcribe numbers.

Work Environment:

This is a remote position (aka work from home!), but our team loves getting together, and the Orlando-based staff traditionally meets in the downtown Orlando office one to two days per week, although remote personnel is only expected in the home office occasionally. This role does require travel and the ability to work in a team environment. Please note, the 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. 

Interested applicants should email their résumé to Katharine Hayes at khayes@globaleventteam.com

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