International Society for Medical Publication Professionals
July 2, 2018
Part Time - Experienced
4 Year Degree
The International Society for Medical Publication Professionals (ISMPP; pronounced Iz-MAP) is a non-profit professional membership organization that serves the needs of stakeholders involved in the publication of medical research, including pharmaceutical, biotechnology, and device companies, medical publication and communication agencies, medical journal publishers and editors, and professional medical writers. ISMPP provides education and professional development, promotes research in the field, advocates for the profession, offers a credential to professionals as well as various other member benefits. Each role in the organization plays an important part in delivering these benefits and excellent customer service to our membership.
The Conference and Event Manager is responsible for organizing and managing ISMPP’s annual conferences both domestic and international as well as any other events/meetings that may arise based on the direction of the ISMPP Board of Trustees. This position is responsible for pre-planning and execution of all event activities in coordination with key stakeholders to ensure satisfaction of participants and attendees, and resolution of any issues that arise. The Conference and Event Manager plays a critical role in developing creative and strategic event solutions while providing outstanding customer service.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Understands ISMPP’s mission and adheres to organization and staff core values.
Leads and coordinates all aspects of conferences, meetings, and events including pre-planning, on-site execution and post-event wrap-up; specifically, coordination of housing, registration, audiovisual, F&B, room set requirements, on-site schedule, and recommendations for site selections. This includes co-managing the policy and bidding process with the Director of Operations, ensuring that both the venue and ISMPP fulfill the requirements outlined in the event contract(s).
For conference management, oversees floorplan management and exhibitor service kit development; management of general service contractors, security, registration management, and the convention/event partner. Also contributes to the development of ancillary meeting materials, as needed.
Development of timeline and facilitation of weekly updates to ISMPP staff
Manage meeting information posted to the ISMPP website and ensure accuracy
Visit potential convention and meeting sites and works with convention centers, hotels, convention/tourist bureau officials (if needed), and local suppliers to inspect facilities and negotiate venue contracts for all ISMPP events.
Financial management responsibilities include assisting with annual budget creation for each event, monitoring revenue/expense performance to ensure events stay within the approved event budgets. Reviews event supplier invoices for accuracy and approves payment.
Manages staff and volunteer assignments at conferences/events
Secures guest accommodations for ISMPP staff and Board of Directors (as needed).
Manages any housing or transportation requests for speakers/faculty
Provides onsite management to ensure that all arrangements are executed properly. This includes ensuring that assistance is provided to attendees regarding general information, registration, housing, transport, communication, entertainment, audiovisual arrangements, and security. It also includes all contact with local vendors and suppliers.
Proactively manages changes in project scope, identifies potential crises and devises contingency plans.
Takes accountability to review and ensure adherence to all project documents, contracts and agreements.
Adheres to and develops processes related to meetings and events that ensure consistent service to event partners, sponsors, and attendees.
Provides exceptional customer service to promote a positive experience for all attendees and partners associated with ISMPP's meetings and events.
Ad hoc project/program support, as needed
Occasional early morning and/or evening hours necessary to work with regional program committees
Travel to all ISMPP events domestic and abroad required
Travel: approximately 10%
A bachelor's degree and 5-7 years of relevant experience
Proficiency with Microsoft Office suite required
Experience with database management and/or association management systems preferred
Experience in meeting planning within a non-profit association/organization preferred
Demonstrated success in working independently within a virtual office environment is essential
Telecommuting is allowed.
Additional Salary Information: Benefits include flexible work hours, paid time off, SIMPLE IRA investment plan.
About International Society for Medical Publication Professionals
ISMPP (pronounced IzMap) is the only not-for-profit organization founded by medical publication professionals for medical publication professionalsSince its inception in 2005, our membership has grown to more than 1,500 with representation from all stakeholders involved in the publication of medical research, including pharmaceutical, biotechnology, and device companies, medical publications and communications agencies, medical journal publishers and editors, and professional medical writers.