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Job Summary of the Meetings and Events Specialist

The Meetings and Events Specialist, Medical Education, coordinates all pre-planning and onsite logistics for meetings which include national, international and regional surgeon education programs, fellow's education programs, and cadaver labs. In addition, this position works cross functionally with Professional Education Managers, Marketing and the Sales Team to coordinate regional surgeon education events. This role is responsible for managing the non-clinical aspects of the customer experience at Axogen events. The Meetings and Events Specialist is also responsible for vendor selection and ensures that events are planned and executed on-time and within budget. This position ensures adherence to federal, state, and AATB requirements, and company and ethical standards. Travel requirements will be 50-70% and must be able to work on weekends.

Requirements of the Meetings and Events Specialist

• Bachelor's Degree in Life Sciences and/or in a related field.
• At least 3 years' experience in event planning or transferable skills for venue selection, contract negotiation, on-site coordination, and compliance documentation and reporting.
• Proficiency in Microsoft Office applications.
• Strong written and verbal communication skills.
• Ability to work autonomously and as part of a team.
• Preferred Experience
  • Life Science event planning
  • Event moderator or host
  • Medical Device and/or Continuing Medical Education (CME) event experience
  • Track record of vendor negotiation
  • Cvent experience

Responsibilities of the Meetings and Events Specialist

The specific duties of the Meetings and Events Specialist include but are not limited to:

• Serves as the front-line of communication for key opinion leaders, internal team members, course participants, sales representatives, and vendors as it relates to the coordination of educational programs.
• Responsible for location and venue sourcing for national and regional medical education events including hotel and restaurant sourcing and contract negotiation.
• Implements processes to streamline the planning, execution, follow up, and cost containment for educational courses
• Coordinates attendee travel, accommodations, and venues for educational programs
• Coordinates and ensures delivery of educational course materials and programs, including product/demo ordering, inventory tracking, and coordination of shipments
• Ensures all medical education events are within budget with regular budget tracking and reporting.
• Utilizes a variety of systems for event management including CVENT, Microsoft Dynamics CRM, MedCompli, ZOOM, Concur, etc.
• Responsible for compiling and submitting all regulatory and compliance documentation for national, international, and regional medical education programs
• Represents the Medical Education team within cross-functional activities, such as S&OP meetings, budget reporting, and quality audits
• On-site coordination and management of all event logistics including attendee travel, hotel room and meeting space requirements, cadaver/wet lab set up and tear down, freight and fed ex shipments, coordination with AV, event food and beverage, etc.
• Complies with all company policies, procedures, and SOPs
• Hires and oversees contractors and interns as needed
• Axogen is a dynamic environment, and each employee may be asked to assist in work areas outside of their usual duties. This is an expectation of every employee, and it allows for future growth opportunities.
• Performs all other duties as assigned.

Location

111 West Oak Ave., Tampa, FL 33602

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Benefits/Compensation