Event Coordinator
Burlington, Massachusetts

Job Reference: BMX-OPE-007733

Location: Burlington, Massachusetts

Closing Date: 31/10/2019

Department: Operations/Events

Division: Informa Connect

EVENT COORDINATOR | BURLINGTON, MA

 

ABOUT CBI

CBI, an Informa business, is the life sciences industry leader in providing thought leadership, actionable data, benchmarking, case studies and regulatory information through a dynamic conference platform that facilitates innovation, collaboration and elevation across the pharmaceutical, biotechnology, medical device and healthcare industries. CBI’s proprietary and intensive market research and product feasibility testing methodology has helped CBI deliver timely and first to market content driven conferences. These include annual flag ship events such as PCC (Pharmaceutical Compliance Congress), PAP (Patient Assistance and Access Programs), Pharma Accounting and Reporting Congress, Pharma Forum and Medicaid and Government Pricing Congress.

 

Benefiting over 6,000 executives annually, CBI conferences provide the market with leading edge, actionable information on the most compelling industry mega and micro trends through exclusive thought leadership presentations from our esteemed speaking faculty and government officials. CBI conferences also serve to connect executives and decision makers with technology, regulatory and consulting solutions from Fortune 500 companies and the most cutting edge solution providers.

 

 

RESPONSIBILITIES:

  • Estimates the budget needed to execute the conference, in conjunction with other team members input.
  • Negotiates with vendors, who are providing the conference site or resources for the conferences.
  • Works with the conference speakers to gather and organize presentations and related documentation; ensures that there are adequate supplies for any handouts, speaker biographies, etc.; maintains communication to ensure needs are being met and problems are solved prior to the conference.
  • Organizes conference logistics; determines meeting room lay-out selects menus, orders food and beverages; determines need for and orders audio visual equipment.
  • Coordinates travel arrangements for speakers and staff, utilizing the corporate travel agency.
  • Travels to assigned conferences and serves as on-site company representative; manages last minute logistical needs and provides an open forum to air any concerns.
  • Acts as onsite decision maker to resolve hotel or customer issues that may impact attendee satisfaction.
  • Prepares monthly financial reports, maintains statistics and compiles reports for each conference.
  • Reconciles bills for each conference and submits for approval/payment.
  • Performs additional duties as assigned.
  • Initiates RFPs, negotiate and execute terms for highly complex contracts with venues and vendors
  • Organizes conference logistics; determines meeting room lay-out, selects menus and orders all food and beverages; determines need for and orders audio visual equipment
  • Coordinates travel arrangements for speakers and staff, utilizing the corporate travel agency.
  • Travels to assigned conferences and serves as on-site company representative; manages last minute logistical needs, and provides an open forum to air any concerns
  • Acts as onsite decision maker to resolve hotel or customer issues that may impact attendee satisfaction
  • Prepares monthly financial reports, maintains statistics and compiles reports for each conference
  • Reconciles bills for each conference and submits for approval/payment
  • Performs additional duties as assigned

 

 

REQUIREMENTS:

  • Four year college degree or equivalent in meeting management, hospitality services, trade show management
  • One to two years work experience in a business setting or the hospitality industry
  • Specific, proven experience in event or conference planning or hotel banquets and sales
  • Comfortable working with and learning new technology
  • Demonstrated organizational skills and strong verbal and written communication abilities
  • Must be very organized and detail-oriented. 
  • Proven high-level customer service skills working with senior-level managers internally and externally
  • Ability to work within tight timeframes and on multiple projects is required.
  • Travel by air up to 50% of time
  • Advanced proficiency in the MS Office Suite is also required. 

 

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