Surgical Meeting 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 Surgical Meeting Planner II supporting the Surgical Marketing Family, you will be trusted with all aspects of planning US and Global surgical commercial meetings, education programs, ensuring each program is driven in accordance with corporate, industry and federal/international regulatory and compliance guidelines in Fort Worth, Texas!

Primary Responsibilities:

• Coordinate 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.

• Plan all aspects of meetings for domestic and/or international meetings (could be high profile and sophisticated) to include design and execution of wet labs, medical device training labs, medical device mobile demonstration events, and other programs requiring in depth knowledge of Ophthalmic business and ophthalmic surgical equipment, disposables, and implantable devices.

• In charge of coordinating all logistical aspects including ground transportation, air travel, hotel accommodations, audio visual needs, meeting collateral, vendor management, collaboration with internal functions as needed.

• Handle the ordering equipment and supplies, coordinating installation and training with surgical teams including: Field Service Engineers, Clinical Applications Specialists, Tech Support, Customer Service, Marketing, Training, Surgical Equipment Service Operations, Research and Development and other internal teams.

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

• Generating and sharing event related communications, surveys, and reports from CVENT. Ensuring attendee feedback from program is collected and results shared with Meetings management and relevant partners.

• Collaborate on negotiation, selection and procurement of services, resources, facilities, and vendors, applying cost-saving measures.

• Source event locations that will accommodate the delivery, installation, and use of Alcon's surgical ophthalmic equipment, to support wet labs, demonstrations, and device training programs.

• Review and approve contracts, letters of agreements, and speaker service agreements within grant of authority.

• Issue payment and purchase requisitions as required and submit all contracts in the Alcon legal contract management system.

• Develop program budgets and maintain budget accountability. Responsibility to pay all meeting-related expenses and track all expenses in CVENT.

• Accountable for budget analysis and timely reporting to budget owners and Meetings management. Incumbent is also responsible for supervising transfers of value to healthcare professionals in accordance with state and federal reporting requirements.

• Provide on-site management for surgical commercial programs and meetings which includes travel and overnight stays, often on weekdays.

• May mentor Meeting Coordinators and Planners and may partner with other Planners on larger programs for a shared planning experience.

Key Requirements/Minimum Qualifications:

• 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

Key Accountabilities:

• Point of contact for all third party vendors and Alcon Sales to select and contract sites for roadshow stops.

• Coordinate with related third party vendors for AVS Trailer scheduled maintenance.

• Other AVS Roadshow responsibilities:

• Organize Pre-event briefings

• Manage inventory for hospitality supplies, water, office supplies, Alcon equipment disposables and any supplies on AVS Trailer.

• Coordinate and communicate any equipment or device technical issues or challenges to the Marketing, Tech Service, Field Service and Sales teams as applicable.

• On site event management, partnering with local sales, field service, clinical applications, training, and tech service teams to ensure a productive and smooth program.

• Sourcing and running receptions/dinners held in conjunction with roadshow visit (as applicable).

• Alcon (Ophthalmic Surgical) business knowledge and expertise in Surgical products, equipment, disposables, implantable devices and Alcon personnel preferred.

Key Competencies:

• 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 vital to accomplishing duties/goals; Optimizes available resources (people, funding, materials, and 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.

• 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.

Relocation Assistance: Not available

Sponsorship Available: Not available

HOW YOU CAN THRIVE:

• Collaborate with teammates to share standard processes and findings as work evolves

• See your career like never before with focused growth and development opportunities

• Alcon provides robust benefits package including health, life, retirement, flexible time off for exempt associates, FTO and much more!

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Alcon is an Equal Opportunity Employer and participates in E-Verify. Alcon takes pride in maintaining a diverse environment and our policies are not to discriminate in recruitment, hiring, training, promotion or other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, gender identity, 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.