Senior Concierge Meeting & Events Associate

Senior Concierge Meeting & Events Associate

About Our Team:

Join our dynamic Global Concierge Travel Team at IQVIA, where we are committed to delivering excellence in corporate events and travel management for our employees and clients worldwide. Our team ensures seamless event execution, vendor coordination, and travel logistics, creating impactful experiences.

Role Overview:

The Senior Concierge Meeting & Events Associate will be highly organized and self-motivated associate to plan and execute corporate meetings and events efficiently. This role requires expertise in venue sourcing, stakeholder coordination, contract negotiation, compliance verification, and overall event logistics management.

Key Responsibilities:

Event Planning & Execution

• Adapt to various event types, from corporate conferences to large-scale gatherings.
• Source and select venues that meet event-specific requirements and internal client preferences, from hotels to unique venues.
• Provide on-demand venue sourcing support and curated selections.
• Deliver side-by-side location/venue comparisons based on client needs.
• Structure seamless travel itineraries incorporating restaurant bookings, curated experiences, and activities.

Vendor & Stakeholder Coordination

• Negotiate contracts to maximize savings and minimize cancellation risks.
• Maintain a database of preferred venues and vendor contacts.
• Lead coordination with multiple stakeholders, including suppliers and internal teams, ensuring flawless event execution.
• Collaborate with the Purchasing department to facilitate approvals and supplier payments.
• Manage vendor relationships, ensuring efficiency and cost-effectiveness.

Event Logistics & Compliance

• Utilize event management platforms like Cvent for venue management and proposal tracking.
• Conduct 100% of hotel space searches through Cvent, ensuring optimal selections.
• Negotiate optimal rates and concessions, leveraging supplier relationships.
• Oversee event logistics, including travel bookings associated with meetings and events.
• Ensure compliance with pharmaceutical regulations, company policies, and industry standards.
• Track and report on sourcing metrics, cost savings, and vendor performance.
• Stay updated on industry trends, new venue openings, and emerging markets.

Problem-Solving & Innovation

• Demonstrate initiative in solving challenges and overcoming sourcing obstacles.
• Continuously improve event processes and adapt to client-specific needs.

Qualifications & Skills:

Required:

• At least 5 years of experience in event organization (medical/pharmaceutical events preferred).
• Self-motivated individual with strong project management skills.
• Advanced English proficiency (Portuguese preferred).
• Experience using Cvent for event and venue sourcing.
• Hybrid role

Preferred:

• Experience in travel booking (cross-training provided).
• Understanding of pharmaceutical compliance in event planning.

Additional Information:

This role may require travel for event coordination.

Flexible working hours may be required to accommodate event schedules.

Strong organizational skills, ability to meet detailed timelines and budgets.

Excellent vendor management and stakeholder communication skills.

IQVIA is a leading global provider of clinical research services, commercial insights and healthcare intelligence to the life sciences and healthcare industries. We create intelligent connections to accelerate the development and commercialization of innovative medical treatments to help improve patient outcomes and population health worldwide. Learn more at