Director, Meeting Management

As a leader of the Account Services team, the Director Meeting Management provides oversight across a portfolio of pharmaceutical meetings, guiding a team to provide exceptional customer service and execute flawless programs. The Director is solution-oriented, proactively identifies needs and issues for the business, and can implement solutions and creative strategies to produce excellent meetings. The Director has deep rooted experience managing a high annual volume of live and virtual pharmaceutical meetings and has overseen a team of both direct and indirect reports.

Job Summary

As a leader of the Account Services team, the Director Meeting Management provides oversight across a portfolio of pharmaceutical meetings, guiding a team to provide exceptional customer service and execute flawless programs. The Director is solution-oriented, proactively identifies needs and issues for the business, and can implement solutions and creative strategies to produce excellent meetings. The Director has deep rooted experience managing a high annual volume of live and virtual pharmaceutical meetings and has overseen a team of both direct and indirect reports.

Job Duties and Responsibilities

• Leads and manages a team of meeting planners responsible for delivering a portfolio of live and virtual medical communications programs, while also directly executing programs as needed
• Provides stewardship to direct reports on portfolio of live and virtual meetings
• Manage and train direct and indirect reports, fostering a collaborative environment and identifying training opportunities
• Builds strong relationships with key stakeholders and maintains regular and effective communications to ensure the success of our programs

• Provides strategic counsel and manages expectations regarding programs, utilizes proactive project strategies and tactics, addresses and shares feedback and solutions with junior team members
• Joins regularly scheduled client or internal team calls and provides strategic guidance as needed
• Vision and determination to identify and execute on opportunities for organic business growth
• Conveys client challenges and perspectives to project team members
• Oversees vendor relationships and actively identifies best practices as well as ways to strengthen vendor partnerships

• Partners with Business Development team members on the review of statements of work (SOW) and budgets
• Ensure governance from team as it relates to managing, documenting, and reporting on project activities
• Oversees the team as they create project plans in alignment with internal processes, and identify opportunities to continuously improve efficiencies
• Support overall project delivery, including quality of delivery and on-time delivery of projects and activities
• Consistently updates SOPs and/or develops best practices for continual streamlining and improvement of pharmaceutical programs; ensures roll out and implementation for team
• Supports interdepartmental relationships to effectively solve project-related issues; proactively escalates interdepartmental issues

• Work with multiple teams in the organization to assign and oversee project resourcing and ensure that all programming is on track and within budget
• Ensure projects keep moving or blocking issues are identified in advance and communicated widely to relevant stakeholders

• Responsible for the team’s regular burn reports, protects project margins and ensures timely and accurate interim/end-project financial reconciliations for all programs
• Analyzes business results to ensure strategies are working and client objectives are being realized

• Available for 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

• Bachelor’s degree or work-related equivalent required
• Proven track record managing a high volume of live and virtual pharmaceutical events including congress activities, symposia, speaker trainings, advisory boards
•  12+ years, medical communications event management experience, including experience managing employees and leading a team of direct and indirect reports
• Experience managing congress activities, hotel contract negotiations, room block management

• Demonstrated project management experience for meetings / events
• Experience with internal and external stakeholder management
• Experience in delivery of digital solutions and project management software
• Highly efficient in the use of Office 365 (Excel, Word, and PowerPoint)

Key Competencies

• Be highly organized and able to track multiple operational needs
• Strong communication, writing, and interpersonal skills
• Demonstrated excellent decision-making, critical thinking, and problem-solving capability in a very fast-paced environment

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 of 15-20% 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.