Job Description

Meeting and Convention Planner II

At Alcon, we are driven by the meaningful work we do to help people see brilliantly. We innovate boldly, champion progress, and act with speed as the global leader in eye care. Here, you’ll be recognized for your commitment and contributions and see your career like never before. Together, we go above and beyond to make an impact in the lives of our patients and customers.

We foster an inclusive culture and are looking for diverse, talented people to join Alcon. As a Meeting and Convention Planner II supporting the Alcon Canada team, you will be trusted to be responsible for all aspects of planning US and Global commercial meetings and education programs, ensuring each program is executed in accordance with corporate, industry and federal/international regulatory and compliance guidelines. Program responsibility typically includes high profile programs with frequent, direct interaction with physician customers and key internal personnel; incumbent will be expected to manage multiple programs simultaneously and will also be expected to travel to programs.

The role sits on the main Alcon Campus in Tower C, working within the Meetings and Conventions (M&C) team. In addition to key accountabilities, Associate will have an opportunity to interact with our company’s senior management, various departments within Alcon and outside vendors.  Incumbent will learn about the ophthalmic and optometric business and gain excellent visibility to functions/opportunities at the home office.

In this role, a typical day will include:

• Responsible for all aspects of meeting planning for domestic and/or international meetings and conventions (could be high profile and complex) to include design and execution of sponsored exhibits, symposium, advisory boards, physician speaker/device trainings, medical device training labs, mobile demonstration events, and other programs requiring knowledge of Optometric and Ophthalmic business and eye care pharmaceuticals, equipment, disposables, and implantable devices. Coordinating all logistical aspects including attendee registration and management, ground transportation, air travel, hotel accommodations, audio visual needs, meeting collateral, vendor management, and shipping of corporate assets, collaboration with internal functions as needed.

• Responsible for attendee recruitment and registration initiatives, including the development, design, and proofreading of all digital and print materials for internal and external communication. This includes invitations/brochures, event registration web sites using CVENT, all meeting related communications (emails and text messages) for both Alcon and external customers. Ensuring all materials meet Alcon and industry requirements for promotional materials.

• Responsible for ordering equipment, samples and supplies, coordinating installation and training with internal teams including: Alcon Service, Tech Support, Customer Service, Marketing, Training, Operations, Research and Development and other internal teams.

• Ensuring each event is executed in accordance with corporate and AdvaMed/Pharma guidelines for events and for interacting with Health Care Providers (HCP).

• Facilitate and attend planning meetings with stakeholders and internal customers.

• Maintain accurate meeting data in Alcon’s meeting management system and adherence to department working practice documents. Sharing event related reports and generating event communications including email and text. Help facilitate meeting surveys and post event reports. Ensuring attendee/stakeholder feedback from program is collected and results shared with Meetings and Conventions management and relevant stakeholders.

• Responsible for generating and sharing event related communications, surveys, and reports from CVENT. Ensuring attendee feedback from program is collected and results shared with team management and relevant stakeholders.

• Incumbent will work on negotiation, selection and procurement of services, resources, facilities, and vendors, applying cost-saving measures. Ability to source event locations that will accommodate the program needs including delivery, installation, and use of Alcon’s equipment, to support wet labs, demonstrations, and device training programs. Review and approve contracts, letters of agreements, service agreements within grant of authority, and submit all contracts in the Alcon legal contract management system.

• Develop program budgets and maintain budget accountability. Responsible to pay all meeting-related expenses and track all expenses in CVENT. Accountable for budget analysis and timely reporting to budget owners and management. Incumbent is also responsible for tracking transfers of value to healthcare professionals in accordance with state and federal reporting requirements.

• Provide on-site management for commercial programs and meetings which include travel and overnight stays, often on weekends. Travel is approximately 25% of the role.

• May coach other Coordinators and Planners and may partner with other Planners on larger programs for a shared planning experience.
• Design, execute and manage internal and external programs including: Customer Programs, Product Launches, Sales Meetings (US & Canada) and several National and Regional Conventions in Canada.

WHAT YOU’LL BRING TO ALCON:

• Bachelor’s Degree or Equivalent years of directly related experience (or high school +8 yrs.
• Assoc.+4 yrs.)
• The ability to fluently read, write, understand, and communicate in English

PREFERRED SKILLS AND EXPERIENCE:

• Action Oriented: Readily takes action in challenging situations; identifies and seizes new opportunities; displays a can-do attitude at all times.

• Optimizes Work Processes & Resources: Identifies and creates processes necessary to get work done; Optimizes available resources (people, funding, materials, support); Seeks ways to improve processes

• Customer Focus: Gains insight into customer needs and executes beyond customer expectations; builds and delivers solutions that meet/exceed customer expectations; establishes and maintains effective customer relationships. This is true for BOTH internal and external customers.

• Ensures Accountability: Acts with a clear sense of ownership; takes personal responsibility for decisions, actions, and failures; follows through on commitments. 

• Plans & Aligns: Planning and prioritizing work to meet commitments aligned with program goals; uses milestones to diligently track and manage progress; develops implementation plans to appropriately allocate meeting resources

• Communication and Collaboration: Provides timely, accurate and clear communication to others; Partners with others to get work done; Gains trust and support of others to achieve shared objectives.

• Business Insights: Applying knowledge of business and the marketplace to advance the organization’s goals.

• Tech Savvy: Anticipating and adopting innovations in business-building digital and technology applications.

HOW YOU CAN THRIVE AT ALCON:

• See your career like never before with focused growth and development opportunities
• Join Alcon’s mission to provide outstanding, innovative products and solutions to improve sight, improve lives, and grow your career!
• Alcon provides robust benefits package including health, life, retirement, flexible time off for exempt associates, PTO for hourly associates, and much more!

Alcon Careers

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ALCON IS AN EQUAL OPPORTUNITY EMPLOYER AND PARTICIPATES IN E-VERIFY

Alcon takes pride in maintaining an inclusive environment that values different perspectives and our policies are non-discriminatory in recruitment, hiring, training, promotion or other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, marital or veteran status, disability, or any other legally protected status. Alcon is also committed to working with and providing reasonable accommodation to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please send an email to alcon.recruitment@alcon.com and let us know the nature of your request and your contact information.