Conference Program Manager

Overview

Responsible for developing and managing a variety of pharmaceutical meetings, including conference/exhibit hall management. Works with colleagues to ensure each program is flawlessly executed within budget and has met all the objectives. Responsible for all decisions and recommendations on the program budget and program execution. 

Cadent specializes in high science, high touch peer to peer medical communications. The company excels in translating complex science into compelling messages that deliver value and action. Cadent builds relationships and collaboration between the biopharmaceutical industry and healthcare professionals.

 

Responsibilities

(Duties may include, but not limited to all or some of the following)

Meeting Management:

• Assists with proposal development and estimate creation for clients
• Point person to lead program development for conferences, organization, execution and on-site management, which includes preparing and managing program timelines
• Facilitates program planning calls with clients and internal project teams
• Creates and distributes call agenda and call notes
• Creates and manages budgets for multiple meetings and assesses any change in scope against contractual agreements 
• Adheres to sponsor compliance guidelines with an acute awareness of compliance restrictions
• Responsible to ensure assigned programs are conducted within the defined budgeted parameters, with managed expectations
• Suggests and implements alternative solutions to problems with timelines, schedules, resources, budgets, and takes corrective action when necessary
• Responsible for venue sourcing/options based on cost and program objectives.  Negotiates and executes contracts with hotels and vendors, including exhibit hall general contractors
• Tracks exhibit booth purchases and sponsorships for conference

 

Meeting Support:

• Works closely with Program Specialist to create meeting timelines, meeting specific requirements and ad hoc requirements
• Oversees meeting requirements such as graphics, audio visual, food & beverage, room layouts/diagrams and travel expense guidelines
• Manages registration, housing, air and/or ground transportation arrangements and reporting
• Knowledge of Cvent to provide:
  • Venue Sourcing
  • Create Customized Registration Portal with Approved Graphics, Questions, Location-specific information
  • Attendee Tracker Uploads
  • Mobile App Development
  • Communications (Invitations, Travel Confirmations, Reminders)
  • Manage Shared Mailbox (Registrations, Travel Itineraries, Registration Status)
  • Manage Meeting Recruitment via Email Follow Ups
  • Reporting (Daily Reporting Status per Client Specifications)
• Create and prepare on-site meeting materials for Clinical and Sponsor review/approval
• Oversee meeting materials, track shipments (if applicable)
• Save all project-related documents in project folder following meeting execution
• Knowledge of global regulatory guidelines established in the pharmaceutical industry
• All other tasks as needed and approved by manager

Job Requirements

At Syneos Health, we are dedicated to building a diverse, inclusive and authentic workplace. If your past experience doesn’t align perfectly, we encourage you to apply anyway. At times, we will consider transferable skills from previous roles. We also encourage you to join our Talent Network to stay connected to additional career opportunities.  

Required

• College Degree
• 5-7 years Meeting & Conference Experience
• Proficient in Microsoft Office applications, with a heavy emphasis in Excel
• Proficient in Adobe
• Able to travel (up to 25%) including weekends
• Previous conference experience with exhibit hall management is required

 

Core Competencies

• Global meeting management and hotel negotiation skills
• Knowledge of complex meeting terminology/AV requirements/understand conference & exhibitor components
• Have a basic understanding of a Clinical Research Organization/Contract Commercial Organization
• Analytical, decision-making and problem-solving skills           
• Accountability for decisions, ability to produce results on time
• Able to meet expectations set forth by clients/internal teams/organization
• Leadership & oversight of team management to plan and execute larger assignments                                                                                   

At Cadent, our workplace is flexible, family-oriented and places high importance on work-life balance. The engaging and rewarding nature of the work that we do is evident in the enthusiasm employees bring to the office every day. Overall, Cadent has a commitment to integrity, a commitment to client satisfaction and a commitment to employee satisfaction and development.

Cadent is part of Syneos Health Communications, a purpose-built collective of agencies focused on supporting health and biopharmaceutical innovators. Syneos Health Communications is powered by Syneos Health, a global professional services organization designed to help the biopharmaceutical industry shorten the distance from lab to life.

WORK HERE MATTERS EVERYWHERE | How will you accelerate bringing new therapies to patients?

Syneos Health is an affirmative action/equal opportunity employer (Minorities/Females/Vet/Disabled) 

At Syneos Health, we believe in providing an environment and culture in which Our People can thrive, develop and advance. We reward and recognize our people by providing valuable benefits and a quality-of-life balance.   The benefits for this position will include a competitive compensation package, Health benefits to include Medical, Dental and Vision, Company match 401k, eligibility to participate in Employee Stock Purchase Plan and flexible paid time off (PTO) and sick time. Because certain states and municipalities have regulated paid sick time requirements, eligibility for paid sick time may vary depending on where you work. Syneos complies with all applicable federal, state, and municipal paid sick time requirements.  

The annual base salary for this position ranges from $50,760 to $95,900.  The base salary range represents the anticipated low and high of the Syneos Health range for this position.  Actual salary will vary based on various factors such as the candidate’s qualifications, skills, competencies, and proficiency for the role.  In addition, some positions MAY include eligibility to earn commissions/bonus based on company and / or individual performance.

Syneos Health has a voluntary COVID-19 vaccination policy.  We strongly encourage all employees to be fully vaccinated.  Additionally, certain local governments or Syneos Health customers may have vaccine requirements that apply to some of our employees.  These employees are required to submit proof of vaccination to Syneos Health and maintain compliance with these requirements.