Congress Project Manager

About Us:

At BCD Meetings & Events (BCD M&E), we provide more than meeting and event planning services: we create connections that inspire, motivate and change behavior for our customers. As the world’s most trusted and innovative meetings and events agency, BCD M&E cultivates a culture of people, passion and purpose to drive business forward. 

Headquartered in Chicago, with locations in 60+ countries across the world, BCD M&E’s team of 2,000+ people are committed to sustainability and driving success for our customers, our business and ourselves. Our values are at the heart of everything we do, and we look for people that want to be a part of something special, can rise to our standards and love to bring their unique perspective to the table.

While we can’t guarantee every day will be the best (who can?), we can promise a community of people who genuinely care and lead with empathy, a flexible workplace with awesome perks and challenging work that means something. 

See what life is about at BCD M&E at bcdme.com/careers

Congress Project Manager
Singapore 

Responsible for overall Project Management of assigned congresses, partnering with internal planning team members to ensure timely service delivery, congress owner management, Professional Congress Organizers (PCO) relationships, budget management, housing, logistics, congress registration, compliance, and contracting documentation of assigned congresses.

In addition to the Congress Project Manager responsibilities, the Congress Project Manager JCAP will help support new hire onboarding and training.  This role will also support on-site event training and implementation of new processes and program efficiencies.   The Congress Project Manager JCAP role will serve as a project leader and will assist in providing guidance on operational tasks (i.e. proofing meeting materials, design elements, etc.)

Your responsibilities : 

Core Responsibility 1: Meeting Planning

• Initiates EFPIA congress verification
• Team call management
• Secure and manage hotel room blocks in accordance with Congress rules and procedures
• Oversee securing congress registrations for attendees
• Oversee, secure and manage all dinner arrangements in compliance with country requirements and meal threshold spend limits
• Budget creation, management, and reconciliation
• Handle day to day client inquiries and triage to internal planning team members when necessary
• Ensure all compliance requirements and guidelines are followed and properly documented
• Act as primary contact with local suppliers and internal planning team members to ensure open communication
• Reconcile meeting in accordance with Client audit standards/maintain an audit ready environment
• Coordinate on-site job responsibilities with on-site logistics team (Hotel, ground, logistics, etc.)
• Conducts site inspections, planning meetings, and pre-con meetings to ensure customer and meeting requirements are met
• Ensures accounting processes are followed and financial deadlines are met
  

Core Responsibility 2: Technology Tools

• Oversee the creation and sending of registration forms and other communications
• Correctly upload and maintain attendee data required for logistics and reporting
• Review client congress database for accuracy
• Oversee accuracy for all assigned congresses in the technology tool (Cvent)

Core Responsibility 3: Client Communication

• Advise and project manage critical deadlines in planning process
• Overall fiscal responsibility for congress activities
• Consult with Congress Specialist, Sourcing and make appropriate suggestions to ensure congress success regarding proposed hotel blocks.  Prepare hotel availability grid with appropriate options in collaboration with internal planning team members.
• Primary client contact with regards to all logistical arrangements surrounding congress.
• Oversight of Client registration and reporting questions.
• Maintain the highest level of quality, professionalism and integrity when negotiating with suppliers.
• Partner with internal planning team members to negotiate all supplier contracts for the best possible prices and concessions to meet savings expectation on congress spend.

Core Responsibility 4: People Leadership

• Project manage team members general workload and performance to ensure deliverables are being met, compliance is adhered to and workload is manageable.

Serves as a training resource and subject matter expert to colleagues:

• Facilitates components of new hire or process specific training as identified
• Assists in the development of training tools to aid in process specific training (i.e. air process; end-to-end  congress process, shared mailbox management, etc.)
• Identifies process gaps and partners with Operations Manager to develop operational improvements
• Serves as a resource to colleagues as a subject matter expert

Serve as a resource internally to colleagues:

• Provides guidance or assistance to team members as needed to ensure all client deliverables are met and tasks assigned are completed.
• Provides support to the Local Services Events
• Provide input for the creation of standard operating processes and best practices

Manages multiple projects and priorities:

• Manages an average of 4-6 programs simultaneously
• Effectively prioritizes congress assignments to the team
• Fosters strong partnerships with Medical Societies and actively participates in stakeholder presentations and implementations to the MSD Global Congress Program
• Cascades information to team as required
• Manages governance of escalations (congress and close out)
• Management of onsite support (Trip Director) assignments

Other:

• Assume and perform other duties and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position.
• This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this position.  Duties, responsibilities, and activities may change at any time with or without notice or as required by local regulations.

Essential Job Functions: 

• Must be able to come to work promptly and regularly
• Must be able to take direction and work well with others
• Must be able to work under stress and meet deadlines
• Must be able to manage change productively
  
  

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

• Bachelor’s Degree strongly preferred
• Minimum of five (5) years’ congress/convention planning/management experience
• Minimum of three (3) years’ experience in client management
• Minimum of three (3) years’ attendee management experience
• Pharmaceutical Industry experience preferred
• Previous experience with participant registration for congresses
• Strong customer service experience required
• International attendee experience a plus
• Travel industry and destination knowledge
• Proficient in Microsoft Office
• Must have proven success with various meeting program formats on a small and large scale.
• Must be able to manage time and prioritize work effectively, be a team player, work independently, meet stringent deadlines, and work well under pressure.
• Up to 40% travel required. 

Transferable Skills:

• Detail -oriented                                    
• Excellent verbal and written communication              
• Strong leadership skills                                                    
• Excellent organization skills
• Strong customer relations skills and customer-facing skills
• Problem solving and decision-making ability
• Proficiency in software programs - Word, Excel, cvent and HTML

THE PERKS

Flexible Working

We believe that a flexible working environment is key to getting the best out of our teams. We will support you to work where you need to and when you need to, depending on how you work best.

Room to Grow

Our line of work and business structure challenge our people in a way that inspires growth, with learning and development built into every role. We give individuals ownership over the direction and speed in which they grow.

Everyone has a voice

We thrive on conversations that spark curiosity and empathy. No matter how big or how small, every voice is heard, considered and respected.

Make your move

The diversity of roles across BCD M&E’s global locations means that our people often find new adventures during their time with us. 

We’ve got you covered

Our extensive benefits include comprehensive healthcare, continued education support, diverse work locations, travel and hotel discounts, volunteer and sustainability opportunities and a successful employee recognition program.

We’re positive. You’ll love it.

It starts from the top. Our leaders lead with positivity, believe in our people and trust us to do the right thing. There will always be support along your journey, in little and big ways.

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