Event Specialist - Firenze, Italia - CWT

CWT

Azienda verificata

Firenze, Italia

3 settimane fa

Inviato da:

Piero Bianchi

Reclutatore di talenti per beBee

Descrizione

Event Specialist
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CWT Meetings & Events is a global, full-service meetings and events agency with over 30 years of experience providing innovative solutions for both strategic meetings and event management. We live, breathe and thrive on executing some of the most innovative events and finest meetings of all shapes and sizes.

We're a community of 1,400 meetings and event experts spanning 68 countries and we are continuing to grow.

We are always on the lookout for talented people to join us on our journey and help us to exceed both our own expectations, and those of our clients.

CWT Meetings & Events is seeking an
Event Specialist to support one of our largest global strategic client, SMM Pharma.

In this exciting role, the Event Specialist, will completely own the overall project management, from the early pre-planning phase, through execution until final reconciliation of costs, for different size and complexity level meetings, with a specific focus on Medical Meetings (International congresses, Ad Boards, Investigator Meetings, Roundtables, Corporate Company Meetings).

Managing project timelines as indicated in MSA and contract negotiations with suppliers (either in collaboration with a sourcing specialist or on their own) will be part of her/his duties, as well as utilizing the CWT standard processes and specific operating procedures to achieve client satisfaction.

We are looking for highly organized, detail oriented individuals, who are flexible, have the ability to thrive in a fast-paced environment and handle multiple projects with tight deadlines.

This role requires a high level of initiative, self-motivation, flexibility, creativity, and collaboration to be able to assists in the development, planning and execution of successful meetings and events.

This is an opportunity to get involved in our rapidly growing Meeting & Events team and grow professionally along with the business. If you are an enthusiastic event Event Specialist who thrives in an environment where communication, creativity, and teamwork are encouraged, this may be the opportunity for you.

Main responsibilities:

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Project Management:

Identifies stakeholder needs, designs program details to meet needs of participants, identifies successful criteria for evaluation of meeting, in cooperation with other functions
Ensures customer requirements according to compliance requirements and SLAs
Works with CWT team, and other identified resources to execute the project plan and monitor results to ensure project timeline and deliverables meet client expectations
Documents and continuously provides input to refine and implement best practices across all projects for consistency and optimization
Promptly reports and escalates to management as needed and fully informs of any significant problems or unusual matters related to project management activity
Ensures all projects are delivered ontime, within scope, and within budget
Conducts a premeeting briefing and postcon with suppliers and facility providers
Plans/creates agendas for site inspections
Manages the relationship with the team leader and all respective stakeholders, as well as suppliers
Performs time tracks as requested by management

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Financial & Contract Management:

Develops budget for meeting which may include vendor contract negotiations
Ensures completion of payment and/or billing process
Manages according to the budget
Responsible for group reporting requirements
Ensures adherence to standard or client specific deposit terms, terms and conditions of client contract, and billing guidelines
Responsible for group reporting requirements

and capture of required information to ensure accuracy

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Logistics:

Establishes invitation/registration/confirmation procedures for attendees
Oversees and/or organizes attendee management and communications
Secures and communicates transportation/travel arrangements
Determines setup for function rooms including seating and AV
Manages all F&B needs
Prepares and reviews reports requested by client or internally in a timely manner
Coordinates shipping of materials
Complies with M&E technology usage as required

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Program:

Provides program feedback to all stakeholders through summary and distribution program debrief notes
Travels onsite for assigned programs acting as the business lead meeting owner as required
Proactively escalates potential client, program, or delivery issues for timely resolution
Performs time tracks as requested by management
Increases Meeting and Events industry knowledge by attending internal training, external events supplier presentations, and team meetings.
Identifies upselling opportunities and action or informs manager

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