Senior Project Manager, Events  

Job Summary

The Senior Project Manager, Events will partner with the clients and meetings and events vendors to ensure proper planning and execution of all OPEN Health events. This role is primarily responsible for handling all event logistics, medical professionals’ meetings, advisory boards, and other ad-hoc meeting requests. In addition, this role supports producing Speaker Bureaus & Training Meetings, which involves being part of a cross functional logistics team.

Essential Duties & Responsibilities

Senior Project Managers must conduct the required research, establish expected outcomes, and produce outlines of events, including attendees, participants, or contributors. This is where the logistics and organizational needs are determined along with the necessary resources required to create the final event.

• Organizes programs, including developing RFPs, budgeting, handling contracting and negotiations, site selection, rooming for attendees, and meeting specifications (e.g., menu planning, logistics, audio visual, space assignments, signage)
• Provides on-site support by overseeing all details of the program (e.g., attend pre-con, advance all functions, verify room set-ups, review banquet checks/master bill, special events, ground transfers, VIP needs, meeting materials)
• Ensures all related data and documentation are captured; for example, all meeting data must be entered in meeting software and trackers, including savings, final attendee registration, budget reconciliation, and compliance reporting to ensure proper recordkeeping.
• Analyzes meeting data (e.g., hotel, registration, and travel reports) by comparing guaranteed numbers against actuals for rooms and food & beverage to ultimately determine a meeting’s cost-effectiveness. Uses this data to maintain best practices and/or to suggest more cost-effective methods for future event planning.
• Completes post-event summary reports for all events to ensure meeting objectives were met, identifies the strengths and weaknesses in the meeting design process, establishes history, and provides recommendations for future programs.
  
  

Specific Taks

• Request for Proposals
• Statement of Work
• Work Proposal for Clients
•  Budget Management
• Contract Management
• Venue Sourcing
• BEO’s
• Invitations
• Registrations Websites
• Manage and Attend Client Conference Calls
• Communicate and Follow-up
• Confirmations
• RSVP Tracking and Updates
• Attendee Contracts
• AV Coordination
• Travel Coordination
• Materials management
• On-Site Management
• Client Relationships
• Reconciliations
• Compliance Reporting
• Debrief meeting with Client

Experience, Skills, and Qualifications

• Bachelor’s degree
• CMP certification, preferred
• Proficient working knowledge of CVENT
• Minimum of five years of related experience
• Must be able to lift and carry a minimum of 30 pounds and to physically participate in the movement, set-up, and storage of event related items/materials
• ANALYTICAL SKILLS – Ability to compare, contrast, and quality check work with a keen attention to detail. Can present numerical data orally, in writing, or through graphics.
• COMMUNICATION SKILLS – Superior interpersonal and customer service skills.
• COMPUTER SKILLS – Proficient in Microsoft Office including Word, Excel (especially spreadsheets), and Power Point, database, and reporting tools. Knowledge of CVENT is preferred.
• DECISION MAKING SKILLS – Ability to make clear, concise decisions and solve complex problems.
• ESTABLISHING AND MAINTAINING INTERPERSONAL RELATIONSHIPS – Establishing and maintaining an excellent relationship with the client and the participants is critical to the success of this position.
• ORGANIZATIONAL SKILLS – Ability to organize, plan, and prioritize work in a fast-paced work environment. Ability to achieve goals in a timely fashion.

Travel Requirements

• Frequent travel, some non-traditional work hours and weekend work required