Sr Specialist, Corporate Events

Senior Specialist, Corporate Events responsibilities:

Strategic:
- Develop creative, inclusive and scalable event concepts that foster employee connection across locations
- Partner with key stakeholders to define meeting objectives and goals
- Conduct kickoff meetings to define roles for internal and external teams
- Partner with third parties to negotiate hotel and venues contracts
- Make recommendations considering financial and legal factors
- Develop and enhance cross-functional relationships
- Manage budgets; identify cost-saving opportunities and internal resources
- Attend industry conferences and programs to stay current on trends and best practices

Planning:
- Support site selection; negotiate contracts for room blocks, AV, F&B, transportation and off-site activities
- Manage attendee logistics including registration and travel
- Partner with Travel & Expense on duty of care compliance
- Partner with Facilities on COIs and confirming meeting space setup
- Track, manage and report on event budgets
- Leverage AI tools to streamline event workflows (draft communications, build run-of-show documents, generate post-event surveys) while applying professional judgment for accuracy and quality

Execution:
- Lead planning and execution of internal employee engagement events (e.g., Halloween, team-building activities, cultural celebrations)
- Manage and execute events end-to-end including on-site support
- Design engaging, memorable employee experiences aligned with company culture
- Bring innovative ideas and themes to internal programming
- Deliver exceptional customer service
- Build and maintain strong relationships with stakeholders and vendors

Reconciliation:
- Track and reconcile meeting budgets
- Complete closeout with stakeholders, Accounts Payable and Procurement
- Review and pay invoices and outstanding balances
- Ensure compliance with company policies, legal guidelines and HCP reporting requirements
- Evaluate employee feedback and engagement metrics to continuously improve programming

Qualifications:
- Bachelor’s degree with at least 4 years of corporate or supplier meeting/event planning experience
- Strong written and verbal communication skills
- Excellent interpersonal, customer service, organizational and time management skills
- Experience with meeting software (CVENT) and Microsoft 365
- Ability to multitask and thrive in a fast-paced environment
- Ability to travel up to 30% domestically and internationally (including weekends and extended on-site presence)

Preferred / Personal Attributes:
- Experience in corporate events, ideally within a pharma or life sciences environment
- Positive, professional presence; builds confidence with stakeholders and energizes cross-functional teams
- Professionalism, warmth and composure under live-event pressure
- Comfortable managing ambiguity and change while delivering high-quality results
- Integrity, collaboration, adaptability and attention to detail
- Ability to work independently and as a team; self-starter
- Commitment to a culture of inclusion and belonging
- Ability to work a hybrid schedule 3 days/week in Waltham office