Event Specialist Firenze

Event Specialist
Firenze
Toscana, Firenze

Event Specialist

- (230000IU)

**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**:

- **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 on-time, within scope, and within budget

- Conducts a pre-meeting briefing and post-con 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

- **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

- **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

- **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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- Qualifications

**Experience & education**:

- College diploma or degree in related field preferred

- 3-5 years of meeting and event management experience including at least 2 year of suppo