Shire Jobs

Overview
The Meeting Planner works across all Shionogi US departments and has the responsibility of oversight, execution, and management of all Shionogi non-HCP, internal (onsite) and external (off-site) meeting planning activities.This individual will bring subject matter meeting and event planning expertise to Shionogi US, with responsibilities including both individual management of events as well as management of vendors (when appropriate) to ensure seamless execution of larger events, managing each meeting's budget, and executing each program on-time and within budget while ensuring events, meetings, and activities are compliant. This role requires significant relationship management of internal stakeholders, including interfacing with and supporting C-suite level executives and high-profile customers in appropriate engagements.This role is considered pivotal to the success of the business by ensuring meaningful meetings are planned and executed flawlessly, thus enabling continuity of the business and encouraging strategic dialogue.
Responsibilities
Planning, Management, Execution and Reconciliation of all Shionogi US non-HCP meetings including:
National Sales Meetings (twice per year)
Corporate Town Halls (four to five a year)
Corporate Events
External congresses/conferences and meetings
C-suite meetings
Medium to larger on-site and/or hybrid business meetings e.g., trainings/workshops, department/team offsite meetings, Team Building events, etc.
Serve as key project manager for Shionogi US; this requires creation of and execution against a strategic plan for each event that includes (not an exhaustive list):
Detailed event documents, including scope and strategy of the event
Venue/location sourcing and scoping, including cost proposals
Detailed budgets with vendors, costs, and expenses outlined
Responsibilities grid outlining choice of vendor(s) and roles
Full meeting agendas including a run of show and detailed schedules
Communication plan including internal stakeholder touchpoints, attendee management, and overall meeting organization
Rooming lists & travel manifestos including ground transportation, air/other travel, etc.
Event dcor, ambience, banquet event documentation, meeting room and audio-visual equipment requirements, food/beverage requirements, and other pertinent needs
Guidance and details of operations of customer events and activities
Contract Negotiation: Responsible for the establishment/negotiation of all meeting/event contract terms and conditions to minimize risk and cost
Budget Development and Communication: Prior to each meeting, ensures that a formal meeting planning process and budget is in place and communicated to required stakeholders.
Develops, manages and monitors detailed meeting planning budgets, contracts, billing, control documents and financial data reports/analysis in a compliant and timely manner
Manages all activities and logistics associated with each meeting, including but not limited to:
Managing external vendors, agencies, convention centers/hotels/venues etc.
Attendance management i.e., oversight of meeting planning event portal, CVENT and all meeting requests, registrations and communications
Manages and directs the installation and dismantle crews at off-site meetings and provides on-site support for all off-site meetings to ensure goals are met
Audiovisual and presentation management
Budget development and reconciliation
Program evaluations and follow-up
Serves as the key representative of Shionogi US in the meeting to assist internal clients: employees, executives, and customers.
Support ad-hoc meetings and events and procurement needs e.g., meeting favors and gift items as required
Minimum Job Requirements
Qualifications
Bachelor's Degree required
Minimum of 7 years of progressive experience in meeting/event planning in a corporate environment; Experience in pharma meeting management highly preferred
Proven experience overseeing meeting and event management programs, resources, vendors and vendor staff for onsite, remote and hybrid meetings
Proven ability to manage span of control and resources for different types and sizes of meetings/events both independently and through a vendor
Experience overseeing meeting planning contracts and financial budgeting, expensing and reporting
Experience managing and working in a meeting planning portal (i.e., CVENT) and remote meeting platforms (i.e., Webex, Team) highly preferred

Competencies
Growth mindset with "can do" attitude and high emotional intelligence.
Ability to problem-solve and develop solutions for routine day-to-day issues.
Strong ability to influence laterally and vertically.
Strong proactive identification of and recommendations for stakeholder and meeting requirements.
Strong interpersonal and communication skills and the ability to develop effective working relationships with multiple levels of management and across a range of functions.
Excellent project management skills with demonstrated ability to lead multiple projects and priorities.

Other Requirements
Must be willing to work flexible hours including occasionally weekends and evenings
Ability and willingness to travel approximately 30-50% of the year.
Must live a commutable distance to our US Corporate Headquarters in Florham Park, NJ. Office presence is required at least 3 days per week.

Essential Physical and Mental Requirements
Ability to articulate clearly and conduct verbal presentations with large and small audiences.
Ability to travel via automobile and/or airplane.
Ability to view video display terminal images
Ability to operate a computer keyboard and telephone.
Ability to sit for extended periods of time - up to four (4)...

Equal Opportunity Employer - minorities/females/veterans/individuals with disabilities/sexual orientation/gender identity