Project Manager

Indianapolis, IN
30+ days ago

Job Description

Position Title: Project Manager
(live/virtual pharma commercial & internal meetings)
Department: Operations
Reports To: Account Manager
Direct Reports: Project Executive on a project per project basis

Position Summary
The Project Manager will manage and support the Account Team members in all aspects of the virtual and live event management process exceeding client business objectives and expectations. Customer service and ensuring end to end highest standards of quality in the work delivered is a must.

Primary Duties and Responsibilities
Project Management

  • Drive the full scope of planning, production, and execution of both in-person live and virtual events
  • Responsible for all aspects of project management including, venue selections, hotel management,

F&B, AV, production & design of all on-site meeting materials

  • Create and manage detailed project plans, drive complex timelines, and ensure meeting owners are

briefed and aware of deadlines and deliverables

  • Manage the application of client driven systems such as Cvent
  • Oversee the completion and consistency of the invitation & attendee management process by

Project Executives, including attendee communication, database management, reporting & post
survey analysis

  • Manage & co-ordinate client requirements with all 3rd party suppliers/internal service providers

(DMC, Exhibit Agencies, MedEd, Print & Design, Production, AV, Air Travel), as required

  • Produce, manage and circulate communications e.g. weekly status reports to all key meeting

stakeholders e.g. Client, MedEd, etc.

  • Travel on-site to conduct site inspections supplier planning meetings, as required
  • Travel on-site to manage all meeting requirements and onsite staff, as required
  • Ensure delivery of all events in accordance with regulatory and client-defined compliance guidelines
  • Deliver first class customer service in line with clients’ objectives

Client Liaison and Development

  • Meet and liaise with clients to establish, maintain and develop relationships
  • Identify new opportunities and leads for existing and new business development
  • Possibly assist with preparing and presenting event proposals to clients
  • Plan, attend & execute client planning meetings - face to face, virtual, where required
  • Identify & manage preparation of supportive meeting planning materials for client planning


  • Ensure client is up to date with all aspects of meeting planning arrangements throughout the course

of the program

  • Attend client debrief post event
  • Apply excellent written and verbal communication skills, both yourself and your team

Financial Management

  • Responsible for the preparation and maintenance of budgets, throughout the lifecycle of each event
  • Approve all client invoices prior to payment submission
  • Ensure financial tracking of each event in Oracle
  • Maximize profitability of projects operated, including supplier negotiation and up-selling of

additional services to clients

  • Execute effective scope management – to identify and charge clients for out of scope activities
  • Identify, quantify and report cost avoidance/saving measures
  • Ensure compliance with company & client invoicing processes
  • Submit accurate final reconciliation of events within agreed timelines
  • Manage and achieve project profitability
  • Cost efficient time management

Staff Development, Motivation and Management

  • Mentor and oversee Project Executives Project Executives on a project per project basis
  • Work with Account Manager to organize, plan and prioritize staff and resources to meet objectives

and deadlines

  • Assist Account Manager with recruitment of Project Executives and input to their mentoring and Development


  • Attendance & contribution at team meetings
  • Effective interaction with other departments
  • Accurate written & verbal communications
  • Display an understanding of compliance, including all federal, state and local codes and policies
  • Comply with all company and client policies, privacy and procedures, including those relating to

Health & Safety protocols

  • Achieve all Client and/or company driven Service Level Agreements (SLAs) for all events
  • Maintain good long-term relationships with hotels, venues and suppliers, to ensure the best value

for money for clients

  • Develop and apply a good understanding of clients’ businesses and products
  • Understand and apply the company’s vision and values at all times

Position Requirements

  • Meeting/Event Planning Experience: Minimum of 3-5 years pharmaceutical meeting/clinical meeting

planning experience

  • Ability to define programs and scope time requirements
  • Ability to learn new tools and systems quickly
  • Cvent knowledge and experience a plus
  • Excellent organizational, time management and communication skills
  • Strong customer service skills
  • Management of onsite teams and project executives
  • Ability to manage multiple tasks independently
  • Ability to work nights and weekends, as required
  • Able to travel nationally and internationally
  • MS Office proficiency

Physical Requirements

  • Ability to lift, carry and otherwise move up to 10 pounds on a regular basis
  • Ability to sit, stand or walk for various lengths of time throughout the day
  • Ability to communicate effectively with clients and co-workers

Equal Employment Opportunity
Ashfield Event Experiences is committed to Equal Employment Opportunity. It is the policy of the company to encourage and support equal employment opportunity for all associates and applicants without regard to sex, race, age, color, ancestry, religious creed, national origin, pregnancy, physical or mental disability, medical condition, marital status, political affiliation, sexual orientation, individual genetic information, disabled veteran, Vietnam Era Veteran Status, or any other characteristic protected by law.

Americans with Disabilities Act
Applicants as well as employees who are, or become, disabled must be able to perform the essential job functions either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.

Job Responsibilities:
The above statements reflect the general duties and responsibilities considered necessary to perform the essential functions of the job. This document should not be considered a fully detailed description of all the work requirements of the position. Ashfield Event Experiences may change the specific job duties with or without prior notice based on the needs of the organization.

Job Type: Full-time


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