Event Specialist

Event Specialist - Pharma
- (220001QH)

**CWT 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 clients, SMM Pharma.

In this exciting role, the Event Specialist, will be responsible of the overall project management for the events assigned, 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 international congress participation.

Managing project timelines as indicated in MSA and contract negotiations with suppliers 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 self-motivation, flexibility, organization and collaboration to be able to assists in the development, planning and execution of successful 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 specialist who thrives in an environment where communication and teamwork are encouraged, this may be the opportunity for you

**Main Responsibilities**:

- **Project Management**:

- Event support from inquiry to invoicing
- Identifies stakeholder needs and prepares budget
- Ensures customer requirements according to compliance requirements and SLAs
- Works with Client, CWT team, and other identified resources to execute the project assigned and monitors 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 budget
- Conducts a pre-meeting briefing and post-con with suppliers and client
- Manages the relationship with the client and all respective stakeholders, as well as suppliers
- Performs time tracks as requested by management
- **Financial & Contract Management**:

- Develops budget for meeting which may include vendor contract negotiations
- Ensures completion of payment and/or billing process
- Manages event according to the budget
- Conducts RFP process and determines fees for participation
- Responsible for group reporting requirements
- Ensures adherence to standard or client specific deposit terms, terms and conditions of client contract, and billing guidelines
- Ensures accuracy for reporting with the client and CWT’s tools
- **Logistics**:

- Arranges invitation/registration/confirmation procedures for attendees
- Oversees and/or organizes attendee management and communications when requested
- Secures and communicates transportation and travel arrangements, either supported by the internal team or on own
- Manages all food and beverage needs as requested by the client
- Prepares and reviews reports requested by client or internally in a timely manner
- Complies with M&E technology usage as required
- **Program**:

- Provides program feedback to all stakeholders through summary or debrief notes
- Provides certificate of attendance for attendees as requested by client
- Proactively escalates any program or delivery issues for timely resolution to management
- Performs time tracks as requested by management
- Increases Meeting and Events industry knowledge by attending internal training, external events supplier presentations and team meetings.
- Identifies upselling opportunities and action or informs manager
- Performs other duties as assigned.

LI-PS
- Qualifications
- **Experience & education**:

- College diploma or degree in related field preferred
- 2-3 years of meeting and event management experience
- 2-3 years of Pharmaceutical Convention and Congress preferable
- **Knowledge, skills and abilities (KSAs)**
- Excellent oral/written communication skills
- Well-organized and excellent time management skills
- Demonstrates the ability to organize and prioritize workload
- Excellent client-fac