Event Specialist

1 mese fa

Firenze, Italia CWT A tempo pieno
DescriptionCWT Meetings & Events is a global, full-service meetings and events agency with over 30 years of experience providing innovative solutions for both strategic meetings and event management. We live, breathe and thrive on executing some of the most innovative events and finest meetings of all shapes and sizes. We’re a community of 1,400 meetings and event experts spanning 68 countries and we are continuing to grow. We are always on the lookout for talented people to join us on our journey and help us to exceed both our own expectations, and those of our clients. CWT Meetings & Events is seeking an Event Specialist to support one of our largest global strategic client, SMM Pharma.In this exciting role, the Event Specialist, will completely own the overall project management, from the early pre-planning phase, through execution until final reconciliation of costs, for different size and complexity level meetings, with a specific focus on Medical Meetings (International congresses, Ad Boards, Investigator Meetings, Roundtables, Corporate Company Meetings).Managing project timelines as indicated in MSA and contract negotiations with suppliers (either in collaboration with a sourcing specialist or on their own) will be part of her/his duties, as well as utilizing the CWT standard processes and specific operating procedures to achieve client satisfaction. We are looking for highly organized, detail oriented individuals, who are flexible, have the ability to thrive in a fast-paced environment and handle multiple projects with tight deadlines. This role requires a high level of initiative, self-motivation, flexibility, creativity, and collaboration to be able to assists in the development, planning and execution of successful meetings and events.This is an opportunity to get involved in our rapidly growing Meeting & Events team and grow professionally along with the business. If you are an enthusiastic event Event Specialist who thrives in an environment where communication, creativity, and teamwork are encouraged, this may be the opportunity for you.Main responsibilities:Project Management: Identifies stakeholder needs, designs program details to meet needs of participants, identifies successful criteria for evaluation of meeting, in cooperation with other functions Ensures customer requirements according to compliance requirements and SLAsWorks with CWT team, and other identified resources to execute the project plan and monitor results to ensure project timeline and deliverables meet client expectations Documents and continuously provides input to refine and implement best practices across all projects for consistency and optimization Promptly reports and escalates to management as needed and fully informs of any significant problems or unusual matters related to project management activity

Ensures all projects are delivered on-time, within scope, and within budgetConducts a pre-meeting briefing and post-con with suppliers and facility providersPlans/creates agendas for site inspections Manages the relationship with the team leader and all respective stakeholders, as well as suppliersPerforms time tracks as requested by managementFinancial & Contract Management:

Develops budget for meeting which may include vendor contract negotiationsEnsures completion of payment and/or billing processManages according to the budgetResponsible for group reporting requirementsEnsures adherence to standard or client specific deposit terms, terms and conditions of client contract, and billing guidelinesResponsible for group reporting requirements and capture of required information to ensure accuracyLogistics: Establishes invitation/registration/confirmation procedures for attendeesOversees and/or organizes attendee management and communications Secures and communicates transportation/travel arrangementsDetermines setup for function rooms including seating and AVManages all F&B needsPrepares and reviews reports requested by client or internally in a timely mannerCoordinates shipping of materialsComplies with M&E technology usage as requiredProgram: Provides program feedback to all stakeholders through summary and distribution program debrief notes Travels onsite for assigned programs acting as the business lead meeting owner as requiredProactively escalates potential client, program, or delivery issues for timely resolutionPerforms time tracks as requested by managementIncreases Meeting and Events industry knowledge by attending internal training, external events supplier presentations, and team meetings.Identifies upselling opportunities and action or informs manager#LI-HYBRIDQualificationsExperience & education: College diploma or degree in related field preferred3-5 years of meeting and event management experience including at least 2 year of support mid-scale events.3-5 years of Pharmaceutical Convention and CongressKnowledge, skills and abilities (KSAs)Excellent oral/written communication skills Strong project management skillsWell-organized and excellent time management skillsDemonstrates the ability to organize and prioritize workloadExcellent client-facing and internal communication skillsExcellent written and verbal communication skills with the ability to present ideas and results clearly and effectively to influence decision makingStrong collaboration skills to identify, understand and assess best practices to be implemented Skilled in conducting debrief meetings with business partners to measure success and identify areas for continuous improvementAbility to:Work under pressure, establish priorities and deliver to fixed datesCreate, maintain, and work within a budgetLiaise with other team members to obtain support and knowledgeCope with competing demands to prioritize tasks and projectsAnticipate challenges and proactively propose solutionsNegotiate, influence, and diplomatically communicate with suppliers and client stakeholdersWork within a multi-cultural environmentFoster diversity, be inclusive, think globally and drive engagementStrong knowledge of Microsoft Office productsCvent and SEM 2000 meeting technology tool preferredProject management proceduresPharma knowledge prefferedGood knowledge of the English language (and any other language)Live and work by CWT values:LeadershipPassionCaringIntegrityJob Field: Meetings & EventsJob Type: StandardOrganization: Customer_Meetings & EventsShift: Day JobTravel: Yes, 5 % of the Time

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