Meeting Account Manager

Company Description

About AbbVie

AbbVie's mission is to discover and deliver innovative medicines and solutions that solve serious health issues today and address the medical challenges of tomorrow. We strive to have a remarkable impact on people's lives across several key therapeutic areas including immunology, oncology and neuroscience - and products and services in our Allergan Aesthetics portfolio. For more information about AbbVie, please visit us at  . Follow @abbvie on  LinkedIn, Facebook ,  Instagram ,  X and  YouTube.

Job Description

Purpose:

The Meeting Account Manager manages and supports all operational and logistical activities f or meeting and event related activities, may liase with a third party vendor as appropriate. The Meeting Account Manager is responsible for working closely with specified clients to follow a comprehensive meetings and events calendar that aligns with business owner strategies and objectives. This role works closely with internal counterparts to execute successful meetings and events.
The Meeting Account Manager is responsible f or partnering with strategic business unit senior management teams to follow the meetings and events management process, identify synergies and offers best practices across all brands and therapeutic areas, and identify cost effective solutions as applicable

Responsibilities:

• Implementation and maintenance of the effectiveness of the quality system by ensuring strategic meeting management operations and standards f or their customer account base.

• Responsible f or understanding and documenting the entire scope of business within the assigned business including organizational structure; meeting and event types, profiles and attendee base; business cycle and related event calendar; event objectives and funding sources.

• Participate with Management in the assigned business in the annual planning / budgeting process. Identify all meeting activity and provide assistance as required in budgeting f or this activity.

• Ensure that all appropriate meeting activity within the assigned business is captured and operated by Central Meeting Planning per divisional guidelines.

• Work with internal stakeholders within the assigned business to develop a rolling 12 – 18 month calendar of meeting activity to assist in projecting staffing.

• Communicate to the internal stakeholder within the assigned business the services and value proposition of Centralized Sourcing and Meeting Planning. Based on an understanding of the meeting requirements within the assigned business establish a best practice to support the business. Assist internal stakeholders to understand and conform to AbbVie and industry guidelines and standards.

• Consult with the internal stakeholders in the initial planning phase of individual events. Develop initial meeting specifications, budget and facilitation of event approvals. Assist in developing a meeting format to achieve stated business objectives.

• Liaison with Central Sourcing and client to complete site search and present strategic venue selection
recommendations f or approval. Liaison with Central Sourcing, client and Purchasing to execute contract and initiate purchase order. Liaison with preferred logistics provider to ensure that when sourced program is turned over to the appropriate preferred vendor f or operations, the client expectations and operational standards are clearly defined.

• Confer with internal stakeholders to ensure service level on programs in operations is meeting expectations. Work with Sourcing and Pref erred outsource vendors to correct issues where identified.

• Attend client of f site meetings and events as necessary to support effective execution by the preferred logistics provider. Act as a resource to the client and logistics provider by sharing appropriate and relevant institutional knowledge critical to positive event outcomes. Observe and document supplier performance strengths and areas of opportunity.

• Consult with the internal stakeholders on a regular basis to review service delivery, provide savings information, explore opportunities f or improvement, and identify future meeting activity.

o These meetings should be scheduled:
▪ At least quarterly with key stakeholders within the assigned business unit
▪ With individual meeting owners after large or highly visible
▪ With individual meeting owners mid -way through and after any series of programs
o The meetings should include documentation on:
▪ Spend - Budget vs. Actual, Savings
▪ Trends and Recommendations f or enhancements

• Work with the internal stakeholders, Commercial Operations Management, and Pref erred vendors to establish standard formats and best practices by meeting type and profile.

• Work with AbbVie Procurement, Commercial Operations Management, and Pref erred vendors to develop strategies to lower meeting costs and improve service.

• Ensure collaboration with other functional departments to facilitate effective support for events. Proactively identify functional stakeholders (such as Training, Compliance, Risk Management, Corporate Travel, Legal, Purchasing, Marketing and Sales Operations, etc.) Ensure representation of their needs and/or involvement as necessary in the planning process with the outsource meeting planning supplier.

• Collaborate with AbbVie Management and Stakeholders to Develop and Implement policy

• Ensure meetings are conducted consistent with Policy

• Advise Commercial Operations Management, sourcing staff and preferred outsource vendors of anticipated fluctuations in volume

• Identify changes in service expectations that may require modifications in SOP. Communicate to department management, sourcing and operations staff as approved.

• Anticipate and adjust to the external environment. Develop a general understanding of AbbVie’s current business situation and changing circumstance in the pharmaceutical sector and how this may impact meetings and events.

• Maintain awareness of meeting industry trends, best practices, virtual meeting technology and other industry innovations. Share knowledge across department, relevant operational areas and customer base with the goal of applied SMM benefit to AbbVie.

• Provide budget accruals, current ICB grid, by published deadlines to Finance

• Ensure HCP compliance across all aspects of meeting planning (meal limits, transfer of value related etc .)

• Ensure logistics compliance across all aspects of meeting planning

• Create iComply report (Meeting related and HCP contract related – ONSITE

• Manage web registration request process f or meetings (Create, Review and test Web registration, get Meeting Business Owner feedback). (Collaborate with TPV )

• Manage invitation and reminder process f or attendees (Review with BO, review/approve/deny deviation requests from TPV)

• Manage the TPV through all of the planning and close-out of the meeting. Trigger TPV status in Lanyon (as necessary)

• Manage the sourcing process (RFP Process, SOW, Negotiation, Concessions, Approvals., Compliance
adherence based on country rules ) RFP process is through StarCite.

• Manage /Reserve air, ground transportation and rooms (Setup, send inf o. to attendees and due date, Request final arrival/departure manifest etc). Supervise TPV activities

• Create meeting specs

• Travel onsite to and support AbbVie Meetings and other HCP of f site events

• Set Travel arrangements and accommodation f or crew Onsite/Of f site

• Review all attendees arrival times and confirm ground transportation

• Be on site f or meeting management and compliance issue identification and resolution

• Ensure onsite compliance is met at all times with meals, etc.

• Onsite Execute meeting check materials required f or each meeting room, place signage, check F&B, check production, VIP sleeping rooms

• Collect all invoices f or payment and validate charges.

• Proof monthly credit card statement(s) and supply back -up documentation of all charges. Check hotel invoice(s) against Intercompany Billing Grid (ICB). Add in on site costs (if appl) to ICB grid and submit to RA for processing Create CC Application- include all budgetary items as applicable. Coordinate with RA to route for signatures (budget, finance, RA) and processing.

• Meeting Account Manager to meet with RA to discuss close-out items, missing information, invoices, etc.

• Request all final supplier invoices to be submitted within 30 days of final meeting date by TPV/ other supporting functions

• Confirm deadlines f or sponsorship print items, content submissions, agendas, invites, etc.

Qualifications

Basic Qualifications: 

• Bachelor’s Degree is required 

• Certified CMP / CTSM 

• 7+ years of work experience 

Desired Qualifications:

• Hospitality background 

• Meeting Management 

• Knowledge of attendee mgmt. 

• Management of suppliers 

• Ability to manage multiple project deadlines 

• Cross-functional collaboration 

• Excellent knowledge of IT skills related to project management 

• Good communication/presentation skills, written and verbal 

• Shows high level of initiative and ability to work independently 

• Ability to deliver results in a fast paced environment  

• Strong visio, excel and communication skills  

Additional Information

Applicable only to applicants applying to a position in any location with pay disclosure requirements under state or local law: ​

• The compensation range described below is the range of possible base pay compensation that the Company believes in good faith it will pay for this roleat  the time of this posting based on the job grade for this position. Individual compensation paid within this range will depend on manyfactors  including  geographic location, and we may ultimately  pay more or less than the posted range. This range may be  modified in the future. ​

• We offer a comprehensive package of benefits including paid time off (vacation, holidays, sick), medical/dental/vision insurance and 401(k) to eligible employees.​

• This job is eligible to  participate in our short-term incentive programs. ​

Note: No amount of pay is  considered to be wages or compensation until such amount isearned,  vested,  and determinable. The amount and availability of  any bonus, commission, incentive, benefits, or any other form of compensation and benefits that areallocable to a   particular employee  remains in the Company's sole and absolute discretion unless and until paid and may be  modified at the Company’s sole and absolutediscretion,  consistent with applicable law. 

AbbVie is an equal opportunity employer and is committed to operating with integrity, driving innovation, transforming lives and serving our community.  Equal Opportunity Employer/Veterans/Disabled. 

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