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Responsibilities and Duties:

· Develop and manage a project plan for all assigned events to ensure their successful delivery.
· Develop accurate budgets for assigned events and ensure the event meets or exceeds budgeted performance; promptly resolve or escalate variances or issues.
· Identify optimal delivery method(s) to maximize content impact.
· Provide specifications for hotel RFP’s, review contract proposals, finalize and obtain approvals for hotel and F/B contracts, and document experience with selected sites for future reference.
· Ensure event planning is in compliance with negotiated contract terms.
· Work with program committees to develop call for abstracts as appropriate; manage the call for abstracts and related processes by activating, updating, and monitoring the submission web site.
· Organize selected abstracts into a program format in consultation with the program volunteers and the SVP/Managing Director, Greater China.
· Coordinate with marketing regarding promotional content; provide marketing with key messages and/or speakers of event to be publicized in promotional communications.
· Identify Subject Matter Experts (SME) to serve on program committees and as speakers for each event ensuring appropriate expertise to advance DIA’s thought leadership strategy.
· Lead interactions with SMEs (e.g., volunteers, instructors/speakers, track chairs, program committee) in the development, modification, and finalization of event content according to project plan deadlines in collaboration with Senior Scientist.
· Manage speaker participation including extending invitations, collecting disclosure information, biographies, and photos, confirming A/V onsite requirements, and review presentations as appropriate for CE compliance.
· Develop event master document to build agenda and work with project coordinator team to enter in Personify; ensure data is entered properly.
· Review all event details on the website to ensure accuracy of all information, including event description, registration fees, exhibit opportunities, hotel details, etc.
· Support documentation requirements, including management of participant disclosures, COI resolutions, and completion of all required documentation.
· Support documentation requirements for event close-out (file folder system).
· Manage all event logistics, including participant materials, shipping equipment and materials, speaker accommodations and presentations, signage, on-site registration, badge printing, audio-visual support, food and beverage functions, and preservation of program content.
· Ensure smooth onsite event execution including set up and administration of attendee pre-registration, AV and room set-ups or Webex set up, onsite registration and payment collections, speaker support, monitoring and guidance of venue staff and services, supervision of additional DIA or temporary staff, and overall trouble-shooting.
· Network with attendees, speakers, and program committee members to build relationships; generate ideas for future offerings.
· Lead event debrief with program committees to determine what worked well, improvements to be made, as well as new content opportunities/enhancements.
· Complete post-meeting activities, including posting presentations, event closeouts, evaluations, review of registration and financial data according to standard procedures.
· Support the Annual Meeting as needed, attendance at Annual Meeting is required.
· Other tasks as assigned by Managing Director of DIA Greater China

Supervisory Responsibilities and Duties:

None.

Qualifications and Skills:

· Bachelor’s degree required in life sciences discipline, Master’s degree preferred.
· A minimum of 3 years’ experience in meeting management or event coordination.
· Experience working in pharmaceutical, association, medical education and/or healthcare preferred.
· Strong Computer skills: Microsoft Windows, MS Word, Excel, PowerPoint, SharePoint, and AMS Personify.
· Must be fluent in written and spoken English.
· Must be experienced with or show aptitude and willingness to learn how to use various media and audio-visual equipment in the presentation of program content.
· This position requires travel.


Competencies:

· Able to effectively focus efforts on achieving high quality results consistent with the organization’s standards.
· Highly motivated and able to plan, monitor and complete multiple events; effectively manage scope, resources, time, cost, quality, risk and communications to deliver quality events.
· Highly organized and detail-oriented with excellent follow-through and communication with all stakeholders – internal and external.
· Identifies and pursues opportunities that have potential to grow or strengthen DIA events.
· Works collaboratively across the organization to achieve regional goals.
· Able to evaluate and respond to emerging opportunities or threats to meeting customers' needs; develops and implements solutions to address.
· Sets a high standard for his/herself and is driven to improve own performance and expertise.
· Able to interact effectively and appropriately with high-level thought leaders such as pharmaceutical executives, scientists, health care providers and regulatory agency authorities, individuals of various organizational levels (up to C-level) and from various cultures.
· Able to function effectively in an environment where demands of the role may shift.
· Flexibility to adapt to and optimize performance in the face of constrained resources.