Sr Event Planner (Finance)

Job Summary

Job Description

Medline Senior Level Customer Experience Event Planning: Plan, manage, and oversee the logistical execution of Medline customer events and meetings including marketing segment and division-based roundtables and advisory board meetings, conference-based customer dinners both clinically and non-clinically focused, and customer consultant speaking engagements and poster sessions. Additionally, support Customer Experience leader with the planning and execution of all  Executive Supply Chain Roundtables and other ad-hoc meeting and event requests.

Responsibilities

• Manage all event planning, logistics, and operations for all customer events listed above.

• Manage financials for all customer events: budget all customer events, collect all corporate credit card transactions associated with events, and perform financial and compliance accounting each month to allocate all event charges. Ensure all invoices are received, allocated, resolved, and submitted to accounting in a timely matter. Track and report on actual expenses vs budget and create final event expense documentation.

• Coordinate and monitor event timelines with Sales Marketing and division-based Event Owners to ensure deadlines are being met.

• Communicate meeting information to all Event Owners and stakeholders, including presenters.

• Venue Selection and Scheduling: Assist Sales Marketing and division-based Event Owners with hotel and restaurant venue selection for customer events. Scope site possibilities virtually in advance and make recommendations for best customer experience within budget and compliance guidelines. Once location is finalized, promptly schedule all venue locations, including private dining rooms, conference rooms, labs, etc.

• Meet regularly with Sales Marketing and division-based Event Owners and presenters to discuss meeting needs for customer events.

• Maintain ‘master calendar' for all customer events and report weekly on status to Customer Experience leader, ensuring all events can be properly staffed.

• Handle RFP and contracting for all restaurants, hotels, and hotel rooms needed for all customer events.

• Handle all Food & Beverage planning for all customer events and ensure proper execution. Ensure all dietary requirements for customers and Medline attendees are met.

• Communicate regularly with venue counterparts; keep Sales Marketing and division-based Event Owners appraised of status.

• Build all event logistics around Sales Marketing and division-based Event Owners' agendas.

• Work with printer and fulfillment team to ensure proper printing of all event materials as applicable.

• Coordinate and ship all event materials to event venue according to venue guidelines, including agendas, name tags, table tents, printed presentations, educational materials and more as applicable.

• Professionally manage all travel logistics, including: send flight options to attendees/executive assistants and make flight reservations per compliance guidelines; select ground transportation companies and make ground transportation reservations, make hotel room block reservations, and send final travel logistics to all attendees (and executive assistants where applicable) via branded itineraries.

• Performs post-Event Compliance Reporting

• Work closely with Compliance Team partners, serving as an ambassador for compliance rules and regulations.

Requirements

Education

• Bachelor's Degree

Work Experience

• Must have exhibited the knowledge, skills, and abilities below for a minimum of two years in an event or travel role with direct customer facing experience.

Knowledge / Skills / Abilities

• Must be a self-starter: self-directed, proactive, when faced with a challenge finds a solution immediately to recommend

• Strong sense of urgency

• Team player

• Customer focused and oriented, including for internal customers

• Ability to see the big picture coupled with detail orientation

• Ability and experience anticipating needs and addressing them in short order

• Experience communicating with executives and their assistants in a highly professional way, both verbally and in writing

• Experience negotiating with outside vendors, including negotiating contracts, prices, resolving service issues and reconciling differences.

• Experience prioritizing workload and scheduling effectively in order to meet deadlines.

• Position requires occasional work during the early mornings, late evenings and weekends.

• Position requires travel up to 20% of the time for business purposes (within state and out of state).

• Intermediate level skill in Microsoft Excel (for example: using SUM function, setting borders, setting column width, inserting charts, using text wrap, sorting, setting headers and footers and/or print scaling).

Preferred Requirements

• Compliance-focused healthcare industry event experience preferred

Benefits - Medline is committed to offering competitive benefits and a variety of choices to best meet the needs of you and your family. For employees scheduled to work at least 30 hours per week, this includes health and well-being, financial fitness, career development, paid time off and more. Employees scheduled to work less than 30 hours per week can participate in the 401(k) plan, access the Employee Assistance Program (EAP), Employee Resource Groups (ERG) and Medline Service Corps. For a more comprehensive list of our benefits, please click here.

Every day, we're focused on building a more diverse and inclusive company, one that recognizes, values and respects the differences we all bring to the workplace. From doing what's right to delivering business results, together, we're better. Explore our Diversity, Equity and Inclusion page here.

Medline Industries, LP is an equal opportunity employer. Medline evaluates qualified applicants without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity or expression, protected veteran status, disability/handicap status or any other legally protected characteristic.