Manager of Global Congress

At Amgen, our mission is simple: to serve patients. Position will be based in our Tampa Capability Center which is our state of art center serving as a base for finance, information systems and human resource professionals but not limited to as we have locations across the world.

The position is responsible for the overall strategy, development and management of an Amgen's Global Congresses/Convention group. This position will liaison with customer preferred partners and suppliers to ensure a consistent process and customer service globally. The role is accountable for developing strategic plans with business partners, supplier management and assurance of legal, regulatory and compliance requirements. In addition, this position will analyze operational data to identify cost savings, operational efficiencies and advise on ways to maximize ROI, utilizing industry knowledge and benchmarking to create best practices.

Scope

The scope of this position is dependent upon assigned account/programs. Will vary from client to client and program to program. Manages overall program budget.

This position reports to the Global Lead, Meetings and Congresses. Works with clients and third-party suppliers. Interacts with internal departments including, but not limited to, Sourcing Managers, Meeting Managers, Project Account Managers, Attendee Management. Web Producers, Industry Relations, Project Accounting, Account Management, Account Executives, and Program Operations.

Principle Responsibilities:

40% PROCESS MANAGEMENT: Reviews all supplier contracts prior to finalization, ensuring both program specific and generic terms and conditions are accurate, including attrition, cancellation policies, etc. Uses appropriate authorization and addendum form to ensure consistency and accuracy. Establishes a project timeline with a work flow schedule. Manages and negotiates hotel, housing bureau, air and all third-party contracts. Monitors attrition dates, cancellation policies and ensures contracted services are executed. Communicates between Information Technology support and clients with respect to web requirements on assigned programs. Coordinates with creative team to produce program materials. Responsible for ongoing SOP documentation and updates.

• Partners with designated team to communicate registration and air needs and directions, status meetings and continuous communication throughout convention planning and execution. Coordinates all program details and production of a event itinerary/agenda. Works with accounting to complete final bill reviews prior to final invoice processing. Ensures consistency of client branding guidelines. Maintains accurate records, system input, and complete file management. Evaluates participation impact and reassesses objectives and outcomes; plans for continuous improvement. Outlines strategy, communication plan, and process for assigned conventions/congresses. Involved in management of all program phases including sourcing, contract negotiation, planning, and final bill completion, while maintaining high level of data integrity and timeliness.

20% SUPPLIER MANAGEMENT: Oversees and trains contracted congress and meeting suppliers on client processes and procedures; Ensures supplier scope of work adherence to MSA's; Track and report on Service Level Agreements (SLAs); Provides direction to contracted Project Managers and ensure daily operations/planning needs are being met.

20% FINANCIAL MANAGEMENT: Responsible for accurate program forecasting and updating business management systems with accurate financial information as needed. Manages overall program budget, reviews and audits all program related billing for accuracy. Tracks and reports expenses to clients and communicates changes to them on a consistent basis. May initiate and reconcile supplier payments. Works with leader to forecast overall program financials and ensure monthly tracking for actual. Serves as point of contact in the areas of forecasting, costing and budgeting, and total convention spend. Analyzes financial information and determines costing strategies. Oversees documentation of negotiated savings by client.

20% STRATEGIC LEADERSHIP AND RELATIONSHIP MANAGEMENT: Be a trusted advisor to client stakeholders across multiple business units; Develops overall congress plans/strategy and budgets for congress stakeholders; Creates best practices based on industry benchmarking and knowledge; Develops and reports on program metrics; Analyzes operational data to identify cost savings, operational efficiencies and advises on ways to maximize ROI.

OTHER: May require travel to destinations worldwide, in support of client site inspections and/or program operations. There is an inherent risk associated with all travel, often as a result of extraordinary circumstances. Therefore, during an emergency, it is your duty to provide the necessary guidance and leadership, and to promote the safety of the client, travel participants and other Maritz employees by implementing or supporting prescribed crisis procedures. Keep abreast of industry standards and trends related to responsibilities.

Basic Qualifications:

Doctorate degree
OR
Master's degree and 2 years of Meetings or Congress experience
OR
Bachelor's degree and 4 years of Meetings or Congress experience
OR
Associate's degree and 10 years of Meetings or Congress experience
OR
High school diploma / GED and 12 years of Meetings or Congress experience