Ancillary Meeting Manager

A culture of purpose: Where will your BCD M&E career take you?

As perfectionists, artists, strategic thinkers and leaders in the industry, we believe culture is defined by its people. We are looking for exceptional people who rise to our standards while bringing their unique perspective to the table. Are you interested in adding to both our mission and our energy?

Ancillary Meeting Manager

Singapore

The Ancillary Meeting Manager is responsible for budgeting, ancillary meeting organization, HCP engagement, value added client counseling, savings consolidation, budget reconciliation, client and vendor management, and all aspects of event logistics. The ideal candidate will have had considerable experience managing ancillary meetings in conjunction with Congresses.

Your responsibilities

• Manage ancillary meetings associated with Congresses
• Direct responsibility for engagement development, planning, execution and all of its components, of all assigned engagements from the point of engagement registration
• Manage the attendee management process, including websites and attendee registrations
• Adhere to client policy on financial and compliance controls for all engagements.
• Adhere to all deadlines, turnaround timelines & compliance requirements.
• Maintain documentation in common drive of all required approvals for HCP engagement before inviting HCPs
• Prepare and send accurate HCP invites and paperwork
• Primary client liaison with regard to all logistic arrangement surrounding ancillary meetings
• Determine and arrange detailed engagement logistical needs (i.e. attendee flights, ground transfers, on-site support, slide review, etc)
• Prepare and provide client with timeline outlining all planned engagement details.
• Handle day to day client inquiries.
• Add value to client by counseling client on best practices, and suggesting ways to make their engagement successful
• Lead meeting planning team calls
• Ensure organization of registration process and liaise with lead-retrieval company if required.
• Maintain the highest level of quality, professionalism and integrity and positive relationships when interacting with suppliers, clients and teammates.
• Review supplier bills for accuracy and ensure timely payment and final billing process
• Ensure internal and external reporting requirements are met
• Full meeting reconciliation in accordance with client audit standards.
• Update budgets as necessary during planning and prepare final budgets
• Communicate budgetary information to client throughout the planning and execution of engagement
• Maintain an audit ready environment and complete audit file with all required documents within required deadlines
• Assist Operations Manager with any other duties as needed
• Proactively seek out process improvements that align with client’s strategies and long term goals
• Assume and perform other duties and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position or as requested

We’re looking for you if your profile matches the following:

• Strong negotiation skills
• Strong organizational and interpersonal skills
• Ability to multi-task and manage several programs simultaneously
• Listen attentively
• Decision making ability
• Identifying resources
• Strong customer service skills
• Strong organizational skills
• Strong verbal and written communication skills
• Positive attitude
• Problem solving skills
• College Degree strongly preferred
• Minimum three (3) years’ experience managing ancillary meetings in conjunction with Congresses.
• Minimum of two (2) years’ experience in account/client management.
• Minimum of two (2) years’ experience managing outside vendors, sourcing and negotiating contract services.
• Experience managing budgets required.
• Pharmaceutical Industry experience
• Previous experience with participant registration for conventions
• Strong customer service experience required
• International experience a plus
• Travel industry and destination knowledge
• Proficient in Microsoft Office

What we offer you

This is an exciting experience within an international work environment. You’ll be working with a great international team of colleagues in a dynamic work environment.

How to apply

Click apply now to be considered.

Get to know us

BCD Meetings & Events are experts at creating experiences that connect organizations with the people that matter most. With 1,900 passionate people servicing clients in 60+ countries around the world, we offer services across event design, brand experience, meetings management, production and content, venue search and sports travel and hospitality. For more information, visit www.bcdme.com. BCD Meetings & Events is a division of BCD Travel Group.

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