Medical Operations Meeting Manager
ICON plc is a world-leading healthcare intelligence and clinical research organization. We’re proud to foster an inclusive environment driving innovation and excellence, and we welcome you to join us on our mission to shape the future of clinical development.
What you will be doing:
The Meeting Management role works within Global Medical and Value Capabilities (GMVC) in the Value and Implementation (V&I) organization that reports to the Director, Medical Strategic Support, Medical Operations.
The Meeting Management role encompasses the following responsibilities:
- Responsible for facilitating planning and execution of internal global meetings from conception through completion (Pre, on site/virtual, and post meeting) Ensuring priority meeting objectives are met.
- Juggle competing priorities, with responsibility for handling oversight, logistical details, and follow through for global virtual meetings and coordinating with on-site support for hybrid meetings within V & I.
- Work on multiple meetings, proactively solve problems and maintain a keen eye for detail and organization.
- Ensure that the overall timelines and objectives are met and facilitate the creation, maintenance and approval of all deliverables, including, as needed, up-to-date, detailed project and risk plans, issue logs and other control. Artifacts as defined by medical strategic support
- Communicate with all stakeholders of the global meetings and possess a keen understanding of the strategic intent of each meeting.
- Follows the V & I meeting road map for pre-, during- and post meeting activities and ensures all deliverables are met. Maintains project plan as needed to reflect project timelines, planning calendars, timeline for strategic planning, critical path assessment, milestones, risk assessments, and project deliverables.
- Ensures all speakers are clear on arrival times and meeting logistics. Provides virtual facilitation of global meetings, which sometimes require support outside of normal U.S. business hours.
- Provides custom reporting as requested by stakeholders.
- Follows internal procedures and utilizes tools for effective. Ownership and coordination of all planning activities.
- As needed, works with on-site meeting planning vendor, videographer, Technical Support, production company and other external partners pivotal to the successful execution of the meeting (Travel for meetings is neither required nor expected).
- Works with MSS Communications to ensure delivery of meeting communications and alignment with meeting stakeholders.
- Maintains Proactive, positive, open line of communication to ensure understanding of expectations and leader satisfaction.
- Conducts scheduled status meetings as needed with stakeholders leading up to meeting through program execution and post meeting closeout.
- Drives process for kickoff meetings as needed.
- Is responsible for distributing invitations, monitoring and maintaining attendance lists, and triaging attendees’ inquiries and correspondence.
- Is subject matter expert in various meeting platforms (Teams and Webex) And databases. Including team site.
- Leverages latest technology to enhance attendee engagement. Works with the meeting owner to track deliverables and serves as the project manager for meeting web presence, including coordinating pre meeting assignments as appropriate.
- As requested by meeting owners, plans and implements mobile surveys, polling and social Q&A.
What you need to have?
- Bachelor’s degree preferred but not required. High School diploma required.
- 2-3 years of relevant experience.
- Strong project management skills include communication, both oral and written. Facilitation, negotiation/conflict resolution and resource management
- Deadline oriented self-starter with frequent outreach to teams to maintain project timelines, strong personal integrity and high ethical standards. Detail oriented with the ability to organize, prioritize, and work effectively in a constantly changing, ambiguous environment.
- Strong decision-making, problem-solving skills.
- Ability to work independently while escalating risk and issues as appropriate.
- Experience working within regulations and compliance requirements. Excellent interpersonal communication written oral and presentation skills
- Proficiency with Microsoft Office Suite, Word, Excel, PowerPoint.
What ICON can offer you:
Our success depends on the quality of our people. That’s why we’ve made it a priority to build a diverse culture that rewards high performance and nurtures talent.
In addition to your competitive salary, ICON offers a range of additional benefits. Our benefits are designed to be competitive within each country and are focused on well-being and work life balance opportunities for you and your family.
Our benefits examples include:
- Various annual leave entitlements
- A range of health insurance offerings to suit you and your family’s needs.
- Competitive retirement planning offerings to maximize savings and plan with confidence for the years ahead.
- Global Employee Assistance Programme, LifeWorks, offering 24-hour access to a global network of over 80,000 independent specialized professionals who are there to support you and your family’s well-being.
- Life assurance
- Flexible country-specific optional benefits, including childcare vouchers, bike purchase schemes, discounted gym memberships, subsidized travel passes, health assessments, among others.
Visit our careers site to read more about the benefits ICON offers.
At ICON, inclusion & belonging are fundamental to our culture and values. We’re dedicated to providing an inclusive and accessible environment for all candidates. ICON is committed to providing a workplace free of discrimination and harassment. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.
If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please let us know or submit a request here
Interested in the role, but unsure if you meet all of the requirements? We would encourage you to apply regardless – there’s every chance you’re exactly what we’re looking for here at ICON whether it is for this or other roles.
Are you a current ICON Employee? Please click here to apply
