Job Title: Medical Event Operations Specialist
Duration: 12 Months
Job Location: Fort Worth, TX, 76109
Pay Rate: 33.00 USD per hour on W2
Shift Timing: Monday to Friday, 20 hours per week, 4 hours per day
Job Description:
This role will be responsible for providing a world-class level of customer service on a day-to-day basis that represents Medical Education. This position will manage key programs within Medical Education from inception to completion and will act as a true business partner with Sales and Marketing to ensure delivery of the highest quality.
Event Management Planning
Manage all aspects of event planning for Medical Education events and courses
Ensure corporate spend is within Health Care Compliance (HCC) guidelines
Communicating the calendar and centre availability - working with Cvent system to keep and update course records.
Lead pre-event meetings to help staff make decisions about event design
Works closely with the visiting course organiser to design customized schedules and agendas to coordinate participation of personnel and to achieve goals of visiting surgeons.
Adherence to business conduct policies and procedures. Maintain the highest standards of ethics and compliance
Event Management Execution
Support Medical Education local education events, including management of registration, and digital assets (Save the Date & Agendas)
Support the execution of local Medical Education programs. This may include working with staff, liaising between faculty members, and course attendees.
Reconcile and submit payments for Corporate meeting Card and routinely monitor charges to ensure proper usage
Plan and facilitate logistics for events, including contract negotiations, guest lists, venue preparation, catering, entertainment, transportation, equipment, and marketing materials
Troubleshoot and handle any issues that arise on the day of the event
Utilize technology such Zoom, Cvent, On Arrival, Smartsheet and others as necessary
Generate and download reports as required
Work within and communicate through Cvent or Smartsheet software
Tracks and processes all changes, including updating hotel confirmation numbers and cancellation numbers, room name changes
Provides reports such as: rooming, participants list, ground transportation, group air, arrival and departure, food and beverage, translation etc.
Knowledge of meeting planning policies and procedures.