Tradeshow and Events Manager

Location
Emeryville, CA, United States
Posted
Feb 05, 2019
Ref
oXZm9fwb
Hotbed
Biotech Bay
Required Education
Bachelors Degree
Position Type
Full time
PRIMARY PURPOSE OF POSITION:

This role is responsible for leading the planning, logistical operations and execution of Santen Inc.'s participation in tradeshows, special meetings and events. The Tradeshow and Events Manager will direct cross-functional staff and vendors as well as work collaboratively with business partners and internal stakeholders to execute on the company's vision and business objectives at events. This role owns all aspects of the comprehensive tradeshow experience, including managing the departmental budget allocated for events, monitoring metrics to demonstrate event impact and ROI, project management of the tradeshow process and leading the execution of the event on-site.

MAJOR DUTIES:
  • Lead the planning, logistical operations and execution of Santen Inc.'s participation in US Ophthalmology shows
  • Direct cross-functional staff and vendors as well as work collaboratively with business partners and internal stakeholders to execute on the company's vision and business objectives at events
  • Manage planning and execution of ancillary events such as symposia and dinners
  • Work with Commercial, Global Medical Communications and Executive Leadership Team to set tradeshow objectives and clearly communicate objectives, expectations, and responsibilities to stakeholders/vendors/attendees
  • Lead new booth design and layout in accordance with marketing and sales strategy, medical affairs strategy, brand guidelines, and budget in order to meet business objectives
  • Travel to trade show event locations and lead booth install, de-install, and on-site booth management
  • Create and manage tradeshow and events budget including tracking, reporting, initiating contract/procurement process and ensuring timely payment of vendors
  • Negotiate contracts with venue, societies and vendors to meet business needs
  • Create, manage, and own tradeshow and events timeline/project plans
  • Work with Commercial and R & D leadership to create attendance and staffing plan for tradeshows and events
  • Manage meeting registration process including, but not limited to, badge registration, housing, and travel logistics where needed
  • Organize meeting specifications (meeting room set-up, hotel rooming list, food and beverage arrangements, audio-visual requirements, ground transportation arrangements, recreational activities, etc.
  • Schedule and lead regular tradeshow and event planning meetings in collaboration with Commercial, Corporate Communications and Global Medical Communications
  • Provide regular status communications to stakeholders and attendees in collaboration with Commercial, Corporate Communications and Global Medical Communications
  • Schedule and lead post-event debriefs in collaboration with Commercial, Corporate Communications and Global Medical Communications

QUALIFICATIONS AND SKILLS:
  • 8-10 years of experience in corporate meeting and event planning.
    Demonstrated success in managing corporate meetings, scientific meetings, advisory meetings, and sales meetings
  • Must be a strong communicator with the ability to develop and manage cross-functional working groups
  • Must be highly organized, flexible, and can thrive in a fast-paced environment and handle multiple projects, with tight deadlines
  • Must be able to source multimedia equipment and design room set-up; organize meeting materials; and coordinate and develop meeting/event collateral materials
  • Must be able to work independently as well as problem solve and make critical decisions with minimal supervision
  • Ability to scrutinize the current tradeshow and event planning process and to continually evolve/improve the process to better meet the demands of the business
  • Strong organization and time management skills
  • Excellent written and verbal communication skills
  • Prior pharmaceutical and/or medical trade show experience highly preferred