Meeting Planning Specialist

Branchburg, NJ, United States
Nov 09, 2020
Required Education
Bachelors Degree
Position Type
Full time
About AbbVie
AbbVie's mission is to discover and deliver innovative medicines that solve serious health issues today and address the medical challenges of tomorrow. We strive to have a remarkable impact on people's lives across several key therapeutic areas: immunology, oncology, neuroscience, eye care, virology, women's health and gastroenterology, in addition to products and services across its Allergan Aesthetics portfolio. For more information about AbbVie, please visit us at . Follow @abbvie on Twitter , Facebook , Instagram , YouTube and LinkedIn .

Meeting Planning Specialist:

Job Summary: The Meeting Planning Specialist is responsible for the logistical execution of District Manager driven local medical education speaker programs and National Preceptorships.

Principle Responsibilities: (essential job duties and responsibilities)
  • Manages the program logistics for speaker programs and National Preceptorship Programs (~300/year shared between two resources), including:
    • Confirming program date
    • Facilitating faculty transportation and lodging
    • Venue contracting, negotiation and payment
    • A/V rental
    • Invitation and RSVP management
    • Confirming all program logistics with sales rep and speaker
    • Efficiently and effectively manage programs utilizing web-based software when needed
    • Document all aspects of the program and maintaining accurate records
    • Ensure compliance for programs and events managed
    • Budget management and fiscal responsibility in managing program spend
    • Program closeout
    • Provides "white glove" service to faculty and implements ways to enhance service to our internal customers
    • Works closely with Health Care Compliance to ensure adherence to AdvaMed Code of Ethics, Physicians Payment Sunshine Act requirements and Corporate guidelines pertaining to interactions with and exchanges of value for HCP's
    • Shares best practices and demonstrates continued dedication to improving processes
    • Assists in any future revisions of Work/Veeva Instructions or training documents for the meeting management process
    • Works closely with internal stakeholders to ensure the software system is updated properly with contracted speakers, sales reps, accounts and surgeons
    • Builds a collaborative partnership with sales colleagues to ensure excellence in program management and execution. This will include providing initial guidance to the sales force in working with the newly implemented software system and gathering constructive feedback from the sales force to continuously improve the process
    • Works collaboratively with corporate travel provider to arrange speaker travel, lodging and transportation
    • Available by phone and email for emergencies and questions during evenings when meetings are taking place
    • Possibility of occasional travel to medical education programs to monitor program implementation and ensure best practices
    • Works collaboratively to support Manager, Marketing Programs and Associate Event Program Managers in the management of national and area/regional programs and events
    • Additional responsibilities as needed to ensure compliance with all guidelines for national, area/regional, and local programs and events
    • Performs related duties as assigned.

Skills and Experiences:
  • Knowledge of Health Care Compliance Guidelines, AdvaMed Code of Ethics, Physicians Payment Sunshine Act requirements pertaining to interactions with and exchanges of value for HCP's
  • Principles of mathematical computations and budgets
  • Meeting planning management for District Manager driven local medical education events
  • Customer service principles
  • Standard office procedures, practices and protocols
  • English Language usage, spelling, grammar and punctuation
  • Computer systems and software applications

Minimum Qualifications:
  • Two to three years of meeting planning experience, preferably in the pharmaceutical or medical device industry. Associate's degree required, Bachelor's degree preferred;.
  • Excellent communication and interpersonal skills. Congenial, diplomatic, patient, and able to interact well with customers.
  • Strong project management skills. Must work well in a fast-paced environment, be able to multi-task, and remain detail-oriented.
  • Demonstrated computer skills (baseline Microsoft Office and relevant database and IT systems)
  • Applies sound judgment and innovative thinking to solve problems and make timely business decisions including triage to appropriate internal stake holders
  • Strong knowledge of OIG, FDA , AdvaMed Code of Ethics on Interactions with Health Care Professionals and Accreditation Council for Continuing Medical Education guidelines for commercial support.

Preferred Qualifications:
  • Meeting planning and/or project management experience
  • Experience working with plastic surgeons or other physician specialists and their teams

Education : Associates degree required, Bachelor's degree preferred

Job Type


Equal Employment Opportunity
At AbbVie, we value bringing together individuals from diverse backgrounds to develop new and innovative solutions for patients. As an equal opportunity employer we do not discriminate on the basis of race, color, religion, national origin, age, sex (including pregnancy), physical or mental disability, medical condition, genetic information gender identity or expression, sexual orientation, marital status, protected veteran status, or any other legally protected characteristic.