Manage meeting and tradeshow planning and implementation for all Affymax commercial meetings and events. Interact closely and extensively with all levels of management and departments as well as with key relationships with our co-promotion partner, Takeda Pharmaceuticals. Position reports to Director, Commercial Operations.
Work with internal clients on assigned programs to develop and implement planning and logistics for meetings to ensure programs are successful and achieve meeting objectives.
Plan and manage a variety of commercial meetings and events ranging in size from 10 - 200 attendees, including: advisory boards, conferences and congresses of patient and professional societies, speaker programs, sales meetings, and corporate meetings and events, as required.
Manage all meeting-related activities such as: venue sourcing and selection; registration, F&B planning, hotel rooming lists and meeting specifications, décor, entertainment, travel, ground transportation, attendee communications and all onsite activities.
Manage all tradeshow related activities including vendor management of exhibit in collaboration with brand teams for promotional messaging and materials. Develop exhibit schedule and communications and manage all deliverables.
Develop and ensure timelines are met.
Develop and maintain solid relationships with vendors, hotels, meeting management companies, audio-visual and production companies and destination management companies and negotiate contracts with favorable concessions and terms.
Enforce and maintain Affymax compliance standards and work collaboratively with other departments to ensure various documents for Health Care Provider programs, such as consulting agreements, honorarium checks, invoices, and purchase orders to meet state and federal reporting requirements.
Develop and manage meeting budgets within department financial parameters.
Research and recommend potential meeting facilities, entertainment, transportation, promotional materials and any other aspects related to meetings and special events.
Support special projects to support the overall corporate strategy, as requested.
Prepare and produce meeting materials (agenda, name badges, tent cards, etc.) and meeting supplies for shipment to meeting/tradeshow locations.
Bachelor’s Degree in Business, Marketing, Hospitality Management or a related field preferred.
At least 5 years of experience in meeting and event management with varying program types and sizes; pharmaceutical industry experience preferred.
Strong project management skills and multi-tasking abilities; Certified Meeting Planner (CMP) designation preferred.
Extremely organized and detailed oriented with the ability to plan many months in advance
Articulate oral and written communication skills
Flexible, adaptable, action- and solution-oriented, focused on details and deadlines.
Willing and able to travel at least 25%, including weekends.
Experienced in budget management and solid negotiation skills.
Professional demeanor and excellent judgment when resolving problems of all kinds.
Computer literacy with appropriate software programs is mandatory (Microsoft Word, Excel, Project, PowerPoint and Outlook.
Ability to work independently and on a team—positive, team-focused approach is a must.
Affymax, Inc. - 19 months ago