Senior Meeting Manager

Our Company

HCEsquaredTM is a leading healthcare solutions platform developed by healthcare specialists for healthcare specialists to elevate patient care. We serve our community of clinicians by delivering practical clinical and non-clinical content through digital and in-person connections . We provide our clinicians with solutions to serve their patients through onsite and digital educational content based on the newest and best therapies and techniques from respected thought leaders in the field of dermatology as well as services to enhance their career trajectories. Our offerings have been proven to enhance clinician confidence, demonstrated by our exceptional audience and partner retention rates for our ecosystem. The HCEsquared Events Team develops and executes continuing medical education in-person and virtual conferences and courses.

For more details on our clinician offerings and continuing medical education, please visit our portfolio companies on the hcesquared.com website.

Job Description

Title: Senior Meeting Manager

Reporting to: Chief Experience Officer

Location: REMOTE. Preference for candidates in the Eastern and Central time zones

The Senior Meeting Manager will be responsible for project management and coordination of various elements of our annual live in-person and hybrid or virtual conferences, with a primary focus on in-person events. They will liaise between the various internal departments, expert faculty and vendors, as well as managing on-site logistics at our in-person meetings. They will be accountable for program KPIs such as registration and satisfaction, among other program-specific metrics.

The position will be part of the Events team which executes both in-person and virtual medical conferences. Prior experience in healthcare and continuing medical education is a bonus. The role entails oversight of all facets of in-person/ hybrid conferences.

The Essentials

This opportunity is only for those looking for a fast-paced startup environment. Let’s start with the essential qualities and values we are looking for in a candidate:

• Self-motivated, fast learner who is ready to hit the ground running
• Extremely detail-oriented
• Problem solver with ability to be resourceful and solution-oriented
• Ability to work independently and under tight timelines
• Strong written and verbal communication skills
• Up to 30% travel (approximately 7-10 conferences per year)
  
  

Responsibilities

Planning

Manage project timelines and status reports

Work within specified budget

• Travel to manage onsite conference logistics including AV, agendas, faculty coordination, travel, food and beverage, housing blocks, registration, and check-in technology
• Work with DMCs on social events, receptions, and offsite activities
• Organize local staffing and security
• Sponsor Coordination
• Work with various sponsors (pharma companies) to coordinate subgroup sessions at our conferences including Product Theaters and Advisory Boards
• Collect and track sponsorship assets
• Develop and distribute communication, guidelines, and logistics to sponsor contacts
• Independently manage smaller events for sponsors as stand-alone ad boards, roundtables
• Meeting Material preparation
• Gather and prepare meetings materials for production
• Process post program reporting including attendance, analysis of conference evaluations, and budget reconciliation
• Virtual Conferences
• Support execution of larger virtual events that require multiple team member coverage
• Assist with QA on virtual websites and materials
• As needed, assist with virtual speaker recordings and video reviews
• Run registration reports and provide updates as needed
  
  

Special Projects

• Lead implementation of special projects such as live or virtual Advisory Boards, regional lecture series, virtual grand rounds, educational videos, and other ad hoc
  
  

Required

Qualifications and Skills

• 4-year degree from an accredited institution
• 4+ years of hands-on conference or associate meeting management
• Demonstrated experience in event planning and execution, logistics and meeting management
• High comfort level with technology including website platforms
• Strong proficiency in Microsoft Office Suite required (Word, Excel, and Power Point)
• Strong understanding of meeting technologies (Cvent, PassKey, Conference Mobile Applications such as CrowdCompass a plus)
• Virtual meeting technology experience: Zoom, Microsoft Teams, GoToMeeting
  
  

Preferred

• CME experience or basic knowledge
• Medical conference, society, or medical education event experience
• Certified Meeting Professional (CMP) designation
• Experience working with the Adobe Creative Suite (Photoshop) and knowledge of basic HTML
  
  

Salary Commensurate With Experience Plus Benefits

Please include your potential start date and salary requirements in your cover letter.