Meeting and Event Coordinator II

Arthrex

About The Position

Main Objective: The Meetings & Events Coordinator is responsible for providing support to those directly planning or coordinating, meetings and events internally or externally. Reporting on corporate lab initiatives with Health Care Professionals and/or organizations in compliance with the Federal Physician Payment Sunshine Provisions of the Patient Protection and Affordable Care Act along with existing and future state laws and restrictions. Knowledge of Corporate Goals and Objectives to ensure the successful outcome of company-wide events.

Requirements

Complete knowledge of industry practices, customer service, and standards. Complete knowledge of Meeting and Event Coordinator processes and best practices. Regularly contributes to the development of new Meetings and Events Services policies and procedures.
Ability to define problems, collect data, establish facts, and draw valid conclusions. Assists Management team in developing policies and procedures that ensure solutions are consistent with department objectives.
Required to work as part of a team or individually. Work is reviewed for detail accuracy, consistency, customer service, and meeting objectives. Refers to all policies and procedures for detailed instructions. Participates in determining objectives of assignments.
Ability to work in a fast-paced, ever changing environment.
Possess a high level of attention to detail.
Customer Service background
Coachable, Team player, self-motivated
Work extended hours, weekends, early mornings or late nights
Intermediate level of Microsoft Office, Excel, Word, PowerPoint and Outlook email experience.
Ability to work independently and effectively with internal and external customer.
Ability to verbally communicate ideas and issues effectively to other team members and management.
Experience in Project Management with the ability to manage multiple projects/assignments concurrently.
Intermediate Planning, Organization skills, ability to meet multiple deadlines.
High school diploma or equivalent required.
1 year’s experience working in a professional environment required, prior meeting/event experiences a plus
Ability to comprehend and apply language skills to the degree required to perform the job based upon the job requirements listed above. Ability to verbally communicate ideas and issues effectively to other team members and management. Ability to write and record data and information as required by procedures.

Nice To Haves

AdvaMed (Medical/HealthCare) experience preferred
Cvent, SalesForce, Meetings Management systems preferred
Bachelor’s degree in Hospitality, Communications or Business Management or related field preferred; preferably in a medical device environment.
Bi-lingual language skills a plus (Spanish, German, Portuguese).

Responsibilities

Supports different departments with meeting and event requests including registration of event and attendees, planning logistics, budget, and vendor coordination.
Responsible for supporting those in the coordination, and execution of meetings consisting of, but not limited to: community, charity, employee events, labs, courses, business HCP meetings, sales trainings and meetings, etc. for the organization.
Serves as liaison between team members and external customers.
Supports team members as back-up during holidays, PTO and periods of increased volume of meetings, events and lab requests.
Manages event logistics: attendee management, coordination of food & beverage, audio/visual, transportation, hotel(s) and on-site support for meetings and events.
Responsible for meeting card reconciliation of meeting and event related charges, submissions of invoices, tracking of HCP attendees vs. Non-HCP attendees. Maintains accurate data to support reporting requirements.
Responsible for creation of event websites, registration pages, invitations, email communication utilizing Meetings Management software tool (Cvent, SalesForce). Assists users as necessary, fields questions, trains others and serves as a liaison between internal customers and vendors.
Works closely with Communications, Medical Education, Marketing, A/V, AX, Banquets, and Culinary teams on logistics, customer event requests to execute events successfully.
Monitors event requests on a daily basis and provides customer service support to customers internal/external on the status/progress of their requests.
Responsible for accuracy of all reporting information but not limited to: attendee counts, registration information, attendance of events, attendee management information, budget allocation, consistency of profile planning pages, RFP documentations, contract approval forms etc…
Prepares and communicates meeting notes, survey results, budget reports internally to meeting planners and meeting leaders (hosts) to customers and decision-making parties, prepares post-meeting analysis reports, maintains and tracks budgets and spend data.
Responsible for name badges, customer inquiries/requests, rooming lists, transportation manifests, uploading agendas, reviewing BEOs, email correspondence, on-site check-in, shipping of materials, installation of events held offsite and dismantling
Communicates policies, procedures, and processes related to transparency and disclose effectively and with excellent customer service.
Collaborate with Meetings Data team in running of reports with meeting spend related to Health Care Professionals for state and federal reporting systems as needed.