Meetings & Conventions Specialist

Basking Ridge, NJ, United States
Aug 07, 2018
Required Education
Bachelors Degree
Position Type
Full time
Meetings & Conventions Specialist

Ipsen Biopharmaceuticals Inc.

Job Description:

Position Summary

The Convention and Meetings Specialist reports to the Senior Conventions Manager. The specialist's role will have the responsibility to be the lead for smaller Sales and Marketing meetings as well as assist the Sr. Conventions Manager with larger meetings (i.e. ASCO). The individual will work cross-functionally with stakeholders across the organization (commercial marketing, compliance, legal, medical, the field sales organization, and value & access). The individual will foster existing relationships with medical associations, and vendors. The position will be involved in all aspects of show preparation both pre, during, and post, including floor space coordination, hotel accommodations, reviewing exhibit renderings, hospitality, planning preconference meeting as well as debrief meetings, organizing and leading kick-off planning meetings and much more. The individual will be involved in meeting planning for POA meetings and other ad-hoc meetings as well as administrative responsibility which include but not limited to opening commitments, PO's, follow up with Accounts Payable, uploading exhibit prospectus into Veeva for legal review, creating check requests, for those meetings. The individual must possess excellent communication skills with a sharp focus to details, and a roll up your sleeves attitude. The position does include some domestic travel approximately 15%, including some weekends. There will also be trips to the Cambridge office.

Essential Functions

Responsibilities include but not limited to:
  • Work with Sales Leadership on planning POA and other Sales meetings.
  • Point person to manage linear, 10x10, and tabletop exhibits
  • Work cross-functionally with stakeholders across the organization to ensure alignment
  • Relationship management with medical associations and vendors
  • Coordination of preconference meetings
  • Upload exhibit prospectuses into Veeva for legal approval
  • Create Commitments, PO's, and complete Contract Approval Forms
  • Work with Accounts Payable to ensure invoices are processed and received in a timely manner
  • Complete exhibit applications and requests appropriate signatures
  • Provide conceptual input on exhibit designs
  • Coordination of sales materials
  • Manage hotel logistics with and without vendor
  • Order exhibitor badges for conference attendees
  • Contact medical associations and request exhibit prospectuses
  • Ensure reconstitution supplies have been ordered and shipped to the meetings
  • Coordinate logistics with third-party vendor for simulators
  • Effectively communicate e-mails to sales force informing them of exhibit logistics
  • Coordinates with Ipsen stakeholders on congress activities to include booth design, housing, registration, logistics, organization of pre-congress briefings and materials
  • Some US travel required (including weekends and overnight stays). Trips to Cambridge will also be required


  • Bachelor degree preferred or equivalent years of experience.

  • Experience managing exhibits/meetings
  • On site meeting management
  • Vendor management
  • Excellent interpersonal skills, and the ability to develop a strong rapport with key stakeholders. Approachable, engaging and likeable
  • Veeva working experience
  • Thorough knowledge of Excel and Power Point (will need to produce slides for slide decks)
  • Experience working with hotel vendors, and/or independently manage hotel room blocks
  • Ability to present in front of a crowd with confidence

Core Competencies (Specific knowledge, skills and abilities that enable an individual to effectively perform the job)
  • Exceptional organizational skills, strong attention to details, and ability to multi-task; able to simultaneous manage multiple projects
  • Excellent interpersonal skills, and the ability to develop a strong rapport with key stakeholders. Approachable, engaging and likeable.
  • Articulate and poised with the ability to communicate clearly, concisely and professionally both verbally and in writing.
  • Detailed oriented with excellent follow up
  • Ability to effectively perform all functions in adherence with legal, compliance, and regulatory guidelines in the pharmaceutical industry

The statements contained herein reflect general details as necessary to describe the principles functions for this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance workload.

Ipsen Biopharmaceuticals, Inc. is an equal opportunity employer. We recruit, employ, train, compensate, and promote without regard to race, religion, creed, national origin, age, gender, sexual orientation, sexual identity, marital status, military or veteran status, disability, genetic information, or any other category protected by applicable federal, state or local law.

Ipsen Biopharmaceuticals, Inc. conducts background screening, reference checks, and drug testing as part of its pre-employment screening process. This description is not intended to be constructed as an exhaustive list of duties, responsibilities, or requirements for the position. This position may change or assume additional duties at any time. The employee may be requested to perform different or additional duties as assigned.

All Employees are expected to adhere to all company policies and act as a role model for company values.

IPSEN is an equal opportunity employer that strictly prohibits unlawful discrimination. We recruit, employ, train, compensate, and promote without regard to an individual's race, color, religion, gender, sexual orientation, gender identity/expression, national origin/ancestry, age, mental/physical disability, medical condition, marital status, veteran status, or any other characteristic protected by law.