Shire Event Planning Specialist in Lexington, Massachusetts

The Event Planning Specialist position is responsible for planning, supporting and executing meetings aligned to franchise stakeholders from inception to completion, including onsite management. This role will encounter a variety of types of meetings including: advisory board, investigator meetings, convention management, launch meetings, and leadership meetings. He/she will ensure that all meetings and events meet diverse business needs and objectives, and are high quality, compliant and fiscally appropriate.

Key responsibilities include:

  • Strategic business partner with the franchise and responsible for oversight of all meetings, including:

  • Understanding their objectives of the business and how that drives the conventions and meetings.

  • Annual planning calendar, annual budget development, on-going budget tracking, and maintaining quarterly business reviews to insure accurate meeting forecasting and meeting service level expectations.

  • Oversight to all meetings to insure those planned by other event meeting specialists are managed consistently and have high level overview of status if contacted by leadership.

  • Manage the execution with preferred management companies for meeting logistics, air travel, production/experiential, and exhibits.

  • Lead the search for venue’s appropriate for meetings and contract according to company guidelines.

  • Review registrations websites for attendees to refer for meeting information, as well as register requirements for housing, badges, travel, etc.

  • Review working documentation that highlights all logistical specifications.

  • Develop comprehensive budget for entire meeting and insure approved, planned within, and final costs and savings reported.

  • Project Management of the meeting providing timeline of deliverables and owners to set expectations for all parties involved to adhere to.

  • Set planning conference calls and maintains ongoing communications to ensure communication between Stakeholders, Content Agency, and Meeting planning.

  • For conventions, act as direct point of contact with convention associations. Review and communicate Healthcare Association guidelines and policies as outlined in their prospectus to stakeholders, including making recommendations for sponsorships.

  • Review company policies and be an expert on compliance guidelines surrounding planning to the intended audience and government policies. Insure reporting is completed on-time and accurately.

  • Meeting assignments will be determined based on the complexity and time requirements. Scope of meetings may require a team of planners to execute and it will be required for this position to play a supportive role to other team members.

  • % of TimeJob Function and Description35% Process

  • Support US Commercial Meeting& Event leadership to ensure all meetings are planned and executed according to our service level agreements

  • Share and document best practices and lessons learned to enhance overall functional and business success

  • Provide input as needed on external supplier relationships and strategies

  • Identify and implement opportunities to improve and optimize meetings and events processes

  • Review company policies and be an expert on compliance guidelines surrounding planning to the intended audience and government policies. Insure reporting is completed on-time and accurately.

  • 35% Project Management

  • Develop and maintain the annual calendar and budget of meetings for forecasting

  • Execute US Commercial meetings and events strategies by developing and implementing project plans and tracking progress against key metrics

  • Monitor and report on KPIs and metrics management systems to achieve goals and identify areas of improvement

  • Maintain working documentation that highlights all logistical specifications and can be provided to confirm expectations with suppliers

  • Communicate timely and accurate information and project progress across functional teams to meet deadlines and quality standards

  • Set planning conference calls and maintain ongoing communications to ensure communication between Stakeholders, Content Agency, and Meeting planning

  • Coordinate logistics for internal and external production companies and vendors to meet customer needs

  • 30% Cross-Functional

  • For conventions, act as direct point of contact with convention associations. Review and communicate Healthcare Association guidelines and policies as outlined in their prospectus to stakeholders, including making recommendations for sponsorships

  • Maintain ongoing communication with stakeholders / vendors to ensure that project timelines, budget deliverables and project changes are aligned to business needs

  • Offer solutions based on industry expertise to support franchise teams and achieve their meeting objectives

  • Proactively provide expertise and training to internal and external client

  • Education and Experience Requirements

  • Bachelor Degree required

  • Minimum of 5 years of related experience in meeting management, hospitality industry experience, project management, accounting or financial management

  • Experience working with cross-functional groups and teams to achieve common goals

  • Experience with healthcare industry advisory boards, investigator meetings and conventions.

  • Vendor selection and management experience preferred

  • Knowledge of metrics and data analysis preferred

  • Proficiency in Microsoft Office Suite

  • Key Skills, Abilities, and Competencies Describe critical skill and abilities needed to successfully perform the be made to enable individuals with disabilities to perform the essential functions.

  • Knowledge of all aspects of meetings, travel and hospitality management

  • Able to embrace technology process improvements to remain cutting edge and industry competitive

  • Demonstrates critical, creative thinking and problem-solving skills, and the ability to produce clear and concise written and verbal communications

  • Ability to prioritize and multi-task in a fast-paced environment, manage several projects simultaneously, meet deadlines, and communicate potential conflicts to leadership

  • Demonstrates a high degree of customer service and relationship building abilities

  • Highly results-oriented with focus on creating measurable value for brand teams and the patients they support

  • Complexity and Problem Solving

  • Quickly assess critical situations, suggesting resolution and escalate appropriately

  • As meeting planning priorities change, make trade-off decisions to accomplish defined objectives

  • Internal Contacts

  • Marketing Communications

  • Commercial Operations

  • Corporate Communications

  • Global Meeting Planning

  • Legal

  • Procurement

  • Franchises-cross functional teams, marketing,sales

  • Compliance

  • Finance

  • External contacts:

  • Meeting production agencies

  • Software vendors

  • Government reporting entities

  • Other Job Requirements

  • Up to 20% of travel required% of Time

Notice to Employment / Recruitment Agents:

Employment / Recruitment agents may only submit candidates for vacancies only if they have written authorization to do so from Shire’s Talent Acquisition department. Any agency candidate submission may only be submitted to positions opened to the agency through the specific Agency Portal. Shire will only pay a fee for candidates submitted or presented where there is a fully executed contract in place between the Employment / Recruitment agents and Shire and only if the candidate is submitted via the Agency Portal. Candidates submitted or presented by Employment / Recruitment Agents without a fully executed contract or submitted through this site shall not be deemed to form part of any Engagement for which the Agency may claim remuneration.

Equal Employment Opportunity

Shire is an Equal Opportunity Employer committed to a diverse workforce. Shire will not discriminate against any worker or job applicant on the basis of race, color, religion, gender, national origin, ancestry, age, sexual orientation, marital or civil partnership status, pregnancy, gender reassignment, non-job related mental or physical disability, genetic information, veteran status, military service, application for military service, or membership in any other category protected under law.

EEO is the Law - https://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

EEO is the Law – Supplement - https://www.dol.gov/ofccp/regs/compliance/posters/pdf/OFCCPEEOSupplementFinalJRFQA508c.pdf

Pay Transparency Policy - https://www.dol.gov/ofccp/pdf/pay-transp_formattedESQA508c.pdf

Reasonable Accommodations

Shire is committed to working with and providing reasonable accommodation to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please call 484-595-8400 and let us know the nature of your request and your contact information.

Shire is the leading global biotechnology company focused on serving people with rare diseases and other highly specialized conditions. We strive to develop best-in-class products, many of which are available in more than 100 countries, across core therapeutic areas including Hematology, Immunology, Neuroscience, Ophthalmics, Lysosomal Storage Disorders, Gastrointestinal/Internal Medicine/Endocrine and Hereditary Angioedema; and a growing franchise in Oncology.

Our employees come to work every day with a shared mission: to develop and deliver breakthrough therapies for the hundreds of millions of people in the world affected by rare diseases and other high-need conditions, and who lack effective therapies to live their lives to the fullest.