Attendee Experience Specialist, Life Sciences Experience Required (Remote, UK Based)

The Specialist, Attendee Experience will work closely with the Event Experience Manager to understand the program goals and objectives and lead registration to all assigned programs. The Specialist focuses on attendee management, reporting and client needs outlined by the Event Experience Manager and can work independently. The Specialist works effectively and efficiently with the internal support teams and external clients and complies with the corporate and/or pharmaceutical guidelines.

Periodic schedule flexibility is required to accommodate US-based customers.

What you will do here:

• Follow and build client SOPs as required
• Qualify attendee information
• Manage hotel accommodations and changes
• Maintain meeting database with continual updates/changes
• Provide reportable information for your meetings in a timely manner
• Manage all attendee communication, including event invitations, reminders, travel letters, communication emails, and surveys
• Provide quality control processes
• Provide onsite preparation assistance, including badge layout/production, onsite sign in sheets, onsite reports, registration packet preparation/production, onsite supply preparation/shipment
• Technical Support and/or Digital Production on virtual events
• Research 3rd Party Vendor options and information (dine around grids, gifts/materials, etc.)
• Work on complex programs with numerous participant types, complicated web builds, and extensive reporting
• Handle issues and challenges onsite and overcome them by thinking outside the box
• Ability to handle a wide range of program types (NSMs, VIP programs, Pharma, etc.)
• Act as a lead on limited-service events, including the financial process (budget reconciliation, invoicing, and close-out)
• Travel and act as lead Program Manager and Coordinator for meetings that allow only one M&IW staff person onsite
• Use and develop event registration sites outside of Cvent
• Understand, develop, and design mobile event apps, including how to provide customer assistance on the download and use of the app
• Clearly and effectively communicate to each vendor the requirements and specifications needed, negotiate cost savings, and manage payment/reconciliation process
• Initiate, plan, execute, control, and close out attendee registration projects
• Manage meeting profiles and statuses in event software
• Create and manage client and internal timelines

Onsite Physical Activities (Non-Essential Functions)

This position includes a set of nonessential physical activities associated with onsite event support. These activities are not fundamental to the core duties of the Specialist, Attendee Experience role but may be required during live event execution. While the essential functions of the position center on planning, coordination, communication, client management, and project leadership, certain onsite tasks involve physical activity that supports event operations.

Physical activities include:

• Frequent standing and walking required, particularly during event setup and teardown, registration, and onsite administration
• Occasional sitting required during planning meetings, travel to and from event sites, computer-based work, or registration duties
• Ability to lift, carry, push, or pull event materials, supplies, signage, or equipment weighing 25 to 40 pounds
• Event setup and breakdown may involve reaching overhead and handling tools or materials
• Occasionally required bending/kneeling/crouching during event setup and breakdown
• Repeated hand and arm movements may occur during tasks such as preparing registration, arranging event spaces, or setting up displays

Travel Requirements:

• Frequent travel to event sites, venues, and client locations, often involving overnight stays
• Occasional driving may be required to transport materials or travel to off-site event locations
• Events occur in diverse settings, including indoor venues and outdoor spaces

Who you will work with:

• Reporting to a Manager or Director, Attendee Experience, Event Management Services
• Internal team members from multiple departments
• External clients and key stakeholders

What we expect:

Details of these areas are shared during interviews and monthly reviews.

What you will bring:

• College degree or equivalent experience
• Minimum 4+ years of experience in the meetings industry
• Knowledge of virtual and hybrid event options
• Proven excellent oral and written communication skills in both internal and client-facing environments
• Demonstrated track record of successfully managing multiple projects simultaneously
• Experience with database management programs (Cvent preferred)
• Extensive knowledge of Cvent: room shares, event payments and discount codes, Cvent OnArrival, sessions, Event in a Box
• Proficient in Microsoft Office systems (Outlook, Excel, OneNote, Word, and Power Point)

What we provide:

• Pension Scheme
• Laptop, additional monitor, and mobile phone
• Remote Office / Work from home

Who we are:

Meetings & Incentives Worldwide, Inc. is an Equal Opportunity Employer who prohibits discrimination and harassment of any kind and affords equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state, or local law. Meetings & Incentives Worldwide, Inc. specializes in global event management with virtual, hybrid, and in-person experiences of all shapes and sizes, as well as consulting and enterprise strategies.