Meeting Planner

About DIA:

The Drug Information Association (DIA) serves more than 30,000 professionals in the biotechnology, pharmaceutical and regulatory industries worldwide. Through its domestic and international meetings, training courses, workshops and webinars, DIA provides a neutral global forum for the exchange of information critical to the advancement of the drug discovery and lifecycle management processes. Headquartered in Horsham, PA, USA, and with offices in Basel, Switzerland, Tokyo, Japan and Mumbai, India, the Association is led by its volunteer-based board of directors and executive management team. For more information, visit http://www.diahome.org/ or call 215-442-6100.

 

Job Summary:

This position is designed to coordinate meetings and webinars for DIA members and non-members in the pharmaceutical industry. The Meeting Planner will report to the Sr. Manager, NA Operations and work out of DIA corporate headquarters in Horsham, PA.

 

Job Description:Facilitate program and workshop development for meetings and logistical coordination for webinars with high level volunteers who work in the pharmaceutical industry on the process of drug developmentProvide advice, guidance and support regarding content, program design, and choice of speakers to program committees Responsible for creating and/or revising meeting budget recommendations and managing expenditures to deliver programs within budgets approved by the Board of Directors, including the initiation of purchase orders.  Monitor, document and reconcile expenditures for program closeout procedures.Participate in and support the site contracting process by recommending potential sites, providing specifications for preparation of RFP’s, reviewing and making recommendations on contract proposals, and documenting experience with selected sites.  Manage events in compliance with terms of negotiated contracts.Extensive communication with Committees/Chairs/Speakers/Hotel Event Coordinators, and vendorsExtensive communication with DIA customers, including face to face interaction at eventsWork closely with SIAC coordinators and with Program Developers in creating high quality programs for DIA members and customersDevelop flyers and program brochures for new and repeat meetings; assist in defining program learning objectives, overviews and target audiencesFacilitate and support the promotion of meetings and webinars by working closely with Committees Work constructively with internal departments, such as marketing, exhibits, IT, customer service, and accounting to produce, promote and deliver meetings and webinarsPlan and coordinate all logistics for the presentation and delivery of programs and webinars, including program materials, speaker accommodations and presentations, audio-visual support, food and beverage functions, and preservation of program contentAttend assigned meetings; assure delivery of the planned program including set-up and administration of attendee pre-registration, onsite registration and payment collections, speaker support, monitoring and guidance of venue staff and services, supervision of additional DIA or temporary staff, and overall trouble shootingParticipate in implementation of Annual Meeting as needed (attendance at Annual Meeting is required of all Program Managers)Complete post-meeting activities, including but not limited to meeting closeouts, evaluations, and registration and financial reviews according to standard procedures.

 

Qualifications:

·  Bachelor’s degree or CMP (Certified Meeting Professional) certification preferred

·  A minimum of 3 years experience in meeting management or event coordination preferred

·  Must be self-motivated, organized, and able to multi-task in a fast paced environment

·  Must be able to work effectively both as a team and independently 

·  Excellent written, verbal, and interpersonal communication skills with the ability to communicate effectively with individuals and various levels and professions

·Must be creative and possess problem solving skills

·  Have good attention to detail

·  Must be computer literate