Program Manager

**Job Summary**:
Primarily responsible for:

- Hotel sourcing, contract negotiation, budget preparation, risk management & cost savings
- Meet and exceed client expectations by managing consistent service levels, quality and productivity and by providing value added solutions and recommendations
- Accountability for building strong relationships both internally and externally
- Ensure adherence to global standard operating procedures (SOP), SLAs, KPIs and maintaining/documenting local SOP

Must have:

- Strong technical, communication, project & client management skills to work on variety of programs simultaneously
- Responsible for qualifying additional added services with program development, creating proposals, planning, execution, and all its components, from the point of meeting registration to fully executing a virtual, hybrid or In-Person meeting
- The capability to drive timelines and ensure successful high-level execution to include but not limited to event proposals, building web registration/meeting apps, attendee management, compliance, and final program billing/reconciliation for high-touch meetings & events for pharmaceutical client

**Essential **Duties and Responsibilities**:
**_Job Specific Essential Duties & Responsibilities:_**

**_Core Responsibilities_**

**Core Responsibility 1 (Primary): Sourcing & Contracting**
- Main point of contact for the client, gathering hotel specifications and needs
- Distribute, monitor and analyze supplier Request for Proposal (RFPs)
- Negotiate all supplier contracts for the best possible prices and concessions to meeting savings target
- Provide consultation, risk assessment and prepare availability grid with appropriate options
- Enter and update meeting information in meeting management technology including cost savings, final attendee registration and budget reconciliation

**Core Responsibility 2: Client Management**
- Engage and network with meeting & travel requestors to communicate and educate on meeting program policy, benefits and services; as well as a feedback and discovery loop that is ongoing and feeds into potential initiatives to drive additional adoption and success within meetings program.
- Develop contacts at all levels. Interface with key client contacts locally to build multi-level relationships. Keep the client informed of business trends and industry updates.
- Be the key interface for clients to drive stakeholder engagement; this include but not limited to addressing service issues, conducting operational and business reviews on a monthly, quarterly and/or annual basis
- Ensuring client intelligence is consolidated to support actionable data for resource planning, revenue management, business development and performance tracking
- Provide guidance and support to the client during the change management process; steering and influencing the decision-making process to achieve desired outcome

**Core Responsibility 3: Meeting Management**
- Determine and arrange detailed program needs
- Interact and work with multiple departments/teams to evaluate requirements for event proposals and allocation of resources based on complexity of meeting as/when needed
- Create and update budgets as necessary during planning and prepare final reconciled budgets
- Creation and maintenance of web registration or mobile apps using Cvent templates
- Assume other duties and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position and can add value.

**_Essential Job Functions:_**
- Must have a positive attitude and work well with others
- Strong attention to detail and communication skills
- Must have the ability to work well under pressure and adapt to ever-changing scenarios
- Must have problem solving skills for anticipating, initiating and resolving customer or vendor issues

**Key Contacts / Relationships**:
Internal:

- key operations and sales/account management (if applicable) personnel.

External:

- clients
- industry contacts including suppliers

**Education** / Knowledge / Experience**: (Subject to local laws and practices)

Essential:

- Minimum three (5) years meeting/program planning experience
- Cvent experience (building web registration sites a plus)
- Proficiency in database management
- Firsthand experience of domestic and international group travel
- Travel industry and destination knowledge
- 0% - 25% travel (both domestic and international)

Preferred:

- CMP certification a plus
- Pharma Experience Preferred
- Bachelor's degree strongly preferred