Sr. Manager-Associate Director Meeting Planning & Convention Services

Incyte is a biopharmaceutical company focused on the discovery, development, and commercialization of novel medicines to meet serious unmet medical needs in oncology and inflammation and autoimmunity. Incyte is committed to the rigorous pursuit of research and development excellence to improve the lives of patients, make a difference in health care, and build sustainable value.

The Company strives to discover and develop first-in-class and best-in-class medicines-advancing a diverse portfolio of large and small molecules.

The Meeting Planning & Convention Services will provide support in the planning, management, and execution of internal meetings, and the convention strategy for both pipeline and inline products. Responsibilities include all aspects associated with organizing, planning and post event wrap-up.

Primary duties and responsibilities are as follows:

Meeting Planning:

* Hotel Sourcing for Meetings of 10 attendees or less.

* Implement and continually update meeting guidelines and standards to streamline meeting planning process, and associated costs.

* Collaborate closely with departmental leads to develop meeting agendas, content, and logistics to maximize effectiveness and engagement.

* Continually seek ways to streamline meeting spend across Dermatology Business Unit.

* Management of Meeting Request Form and Sr. Leadership Dashboard/Tracker.

* Provide a consistent, professional and collaborative partnership with all stakeholders.

* Alert management to process improvements and deviations from current process.

Convention Housing and Registration:

* Manage housing block for each Convention in partnership with Convention Planners/agencies.

* Provide registration, attendance, and all reporting as required to core teams/Convention Planners

* Manage all housing applications for all Conventions with recommendations for each block based on previous year activity and +/- expectations.

* Oversee housing attrition deadlines.

* Monitor deposit schedule for all housing and meeting space payments.

* Reconciliation of housing deposits and pre-pays post event Meetings Support.

* Liaise with core team concerning hotel meeting requests by brand or other team requirements.

* Prepare Core Team Meeting Agendas, Write and Distribute Core Team Meeting Minutes and Update Core Team PPT slides.

* Liaise with requestors for AV, F&B requirements as well as room set up within budget parameters.

* Negotiate & secure meeting space with Convention hotel.

* Manage requirements for exhibit hall or convention hall meeting space.

General:

* Attend stakeholder planning meetings.

* Identify & manage preparation of supportive meeting planning materials for planning meetings.

* Attendance & contribution at department meetings and status calls

* Effective interaction with other departments - e.g., IT, Finance, HR, Travel

* Coordinate pre-con compliance training WebEx in collaboration with Regulatory, reporting on attendance.

* Assist in preparing documents for CRC/PMRC requirements; manage changes throughout process.

* Ensure all business-critical deadlines are met for each Event.

* Identify and manage literature through order process.

* Work with leads for identifying staffing.

* Maintain and update Convention calendars, Convention schedules.

* Schedule meetings & manage work streams for sub team objectives.

* Provide on-site program assistance (where needed); oversee specific areas/details of program (i.e., attend pre-con, advance all functions, verify room set-ups, review banquet checks/master bill)

* Special meeting planning and convention projects (play book assembly, event tracker, etc.) as required.

Qualifications (Minimal acceptable level of education, work experience, and competency)

* Bachelor's degree in marketing, communications, or a related field preferred

* Advanced experience in convention/meeting planning, sales planning, or related roles within the healthcare or pharmaceutical industry.

* Proven track record of successfully managing meetings and events to completion.

* Excellent communication skills.

* Strategic thinker with the ability to translate business objectives into actionable plans and initiatives.

* Ability to perform/prioritize tasks in a fast-paced environment.

* Concise oral communications and writing ability.

* Excellent organizational and time management skills.

* Ability to multitask and meet strict deadlines.

* Proficiency in Microsoft Office.

Disclaimer: The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities, and qualifications. Management reserves the right to change or modify such duties as required.

Incyte Corporation is committed to creating a diverse environment and is proud to be an equal opportunity employer.

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