Randstad USA is hiring: Medical Event Planner in Austin

This is a temporary - PART TIME 1 year assignment - W2 only - NO C2C or 1099

20 Hours/week

SUMMARY

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.

Additionally, Medical Education Event Operations Specialist will be responsible for logistical ownership of entire event cycle including venue sourcing, contract negotiation, F&B planning, event design, web design, and onsite event support. This person will be able to utilize event technology logistics with Cvent and Smartsheet software, including registration, attendee tracking, reporting, and pre/post-event evaluations. Responsible for management of key surgeon relationships and the associated database within Engage for contracts and surgeon faculty usage. This person will also have excellent time management skills and the ability to manage multiple tasks while maintaining a high level of customer service.

DUTIES

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 organizer 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, OnArrival, 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.

Reporting and Compliance

• Maintain accurate HCP Sunshine Reporting
• Track HCP expenses and event budgets in CVENT event registration system as appropriate

QUALIFICATIONS:

• Associate, bachelor’s degree or equivalent experience.
• Minimum 3 -5 years' experience in meeting planning/coordination or project management, preferably in the medical industry.
• Proven success as an event planner or coordinator
• Flexible “can do” attitude, adaptable to change
• Excellent written and verbal communication skills
• Highly detail oriented with a critical degree of accuracy regarding event details
• Strong interpersonal and communication skills
• Highly organized, detail conscious, and able to prioritize multiple tasks
• High level competency in planning and organization
• Microsoft office proficiency
• Prepared to work flexible hours
• Cvent Certification strongly preferred