Specialist - Meetings & Events

Job Details

Level
Experienced

Job Location
Phoenix, AZ - Phoenix, AZ

Remote Type
N/A

Position Type
Full Time

Education Level
Undisclosed

Salary Range
Undisclosed

Travel Percentage
Up to 25%

Job Shift
Undisclosed

Job Category
Marketing

Description

Position Summary

The Meetings and Events Specialist will support a high volume of meetings and events for the commercial divisions of the organization. This position is responsible for coordinating all logistics, managing vendor relationships and securing venues/room blocks for Caris-affiliated attendees. The Meeting and Events Specialist will coordinate support services by communicating with marketing and sales leadership, meeting vendors and company representatives to accommodate what is needed for a successfully and smoothly executed event.

Financial management is a critical function of this position. The Meeting and Events Specialist must track and manage to a set budget while working closely with other business groups to accommodate each event & meeting's goals.

Job Responsibilities

• Manage regional meetings and events, as assigned, to coordinate program logistics including registration paperwork (show services), ground transportation needs, hotel accommodations meeting room set-up, audio/visual services, meal functions, hotel contracts, on-site staff, marketing material needs, and budget reconciliation at conclusion of program.
• Negotiate event discounts/advantages on behalf of the company; identify cost-savings.
• Utilize company CRM to enter meeting and event leads.
• Leverage and maintain the Event app offered at applicable events.
• Work closely with the marketing and field leadership to execute at a high performing level.
• Provide superior customer service to our customers, both internal and external parties.
• Keep detailed files on all aspects of communication, correspondence, attendee lists, training session, and financial documents relating to each program, including records of contracts and special menu selections.
• Manage deadlines and multi-task while consistently maintaining attention to detail, and providing timely and accurate reporting to marketing and sales leadership.
• Continually broaden knowledge base regarding company science, company culture, business, industry and trends.

Required Qualifications

• 3-5 years of meeting planning/Meeting management.
• Possess knowledge of Meeting/events processes, operations and vendor relations.
• Bachelor of Science/Arts degree from an accredited university or college in related field.
• Conditions of Employment: Individual must successfully complete pre-employment process, which includes criminal background check, drug screening and reference verification. Also, individual must be fully vaccinated for COVID-19 by the date of hire to be considered for U.S.-based jobs, if not currently employed by Caris Life Sciences.

Preferred Qualifications

• Prior experience in healthcare or life sciences preferred.

Core Skills & Competencies

• Exemplary planning and organizational skills with the ability to meet strict deadlines and perform under pressure in a fast-paced work environment.
• Ability to think creatively and initiate new ideas or solutions to business issues.
• Must be able to work across levels in the organization to drive projects to completion.
• Proficient in Microsoft Office Suite and Internet for business use.
• Communication - Proficient verbal and written communication skills. Willingness to share and receive information and ideas from all levels of the organization in order to achieve the desired results.
• Teamwork - Commitment to the successful achievement of team and organizational goals through a desire to participate with and help other members of the team.
• Customer Service Focus - Demonstrate a focus on listening to and understanding customer needs and then satisfying the customer by exceeding service and quality expectations.

Physical Demands

• Employee may be required to lift routine office supplies and use standard office equipment.

Required Training

• All job specific, safety, and compliance training are assigned based on the job functions associated with this employee.

Other

• Some travel required to support events held over weekends/evenings.

This job description reflects management's assignment of essential functions. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.

Caris Life Sciences is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.

Qualifications