Careers at ISPE

IMMEDIATE SUPERVISOR: Sr. Manager of Event Operations (CDE)
DEPARTMENT: Conferences and Digital Engagements (CDE)
LOCATION: Remote

General Summary

Assist the Sr. Manager, Event Operations with the logistic operations associated with our global events and conferences to deliver a world-class experience to attendees, exhibitors, Members, speakers, etc. This position works cross functionally with internal and external stakeholders to execute on the needs of the event. Execution includes but is not limited to venue, audio visuals, decorator, security, shipping, destination management companies, networking and ancillary events, and transportation.

Principal Duties and Responsibilities

Essential Functions:

• Assist with logistics for the global footprint of conferences, meetings, conventions, workshops, committee meetings, etc.
  • Coordinate and execute event logistics for assigned events, including F&B and AV needs, room block management, vendor management, signage, and expense tracking.
  • Research & recommend venues for offsite events for VIP meetings, Committee meetings, Staff Retreats
  • Determine equipment (computers, printers, copiers), supplies and Internet connection needs
  • Assist in preparation of RFP’s, work statements and contracts for meeting service suppliers (AV, caterers, copiers, bags, poster boards etc.)
  • Ensure proper preparation and shipment of meetings materials
  • Oversee show freight to include the preparation of a manifest of all materials to be shipped and ensuring delivery to show site and return delivery
  • Track room pick up and determine proper strategies for room blocks and attrition issues
  • Create and manage on-site housing assignments for VIP’s, staff and vendors utilizing staff rated and comp rooms to maximize benefits to ISPE
• Provide detailed and accurate information for all marketing pieces as required
  • All attendee travel, housing and logistical information to be provided in a timely and accurate format for inclusion in appropriate marketing materials and websites
• Assist with managing onsite logistics leading up to the conference
  • Organize and manage pre-con meetings with appropriate vendors
  • Coordinate and oversee onsite vendor staff and duties to ensure smooth facilitation of all events
  • Ensure functions are on schedule, of high quality and meet the needs and requests of meeting organizer/host/manager
  • Ensure delivery of all equipment onsite and placement of equipment and supplies
  • Resource for the Sales Team, as needed, in relation to Expo Hall experience
  • Assist in management and placement all signage, not related to Expo Hall
• Monitor bills and bill processing.
  • Track all incoming invoices and compare with order and budget expectations.
  • Manage incoming payments & deposits with accounting
  • Review discrepancies with Sr. Event Manager
• Develop and maintain relevant current and historical event management KPIs and reports to be used for decision-making on key events and budget items including, but not limited to, venue costs, food and beverage, A/V, registration, ancillary events, etc.
• Develop a working knowledge of the pharmaceutical industry, its activities, and priorities
• Fulfill other duties as assigned by Associate VP of Conferences & Digital Engagements and Sr Event Manager

Requirements & Qualifications

Education and Experience:

• Bachelor of Arts/Science degree in business, hospitality or venue management or equivalent experience
• CMP Certification preferable
• 3+ years meeting planning and/or hotel event management experience
• Strong analytical, planning and organizational skills to manage multiple events simultaneously
• Ability to keep a calm demeanor in stressful situations
• Exceptional communication skills in dealing with third party vendors
• Must be accurate and organized with exceptional attention to detail 
• Solutions orientated, with creative problem solving skills
• Experience in a fast-paced environment with limited supervision
• Experience working cross-functionally across an organization 
• Pharmaceutical or related industry a plus

Travel Requirement:

• Ability and willingness to travel and possess or have the ability to obtain a passport for international travel
• Approximately 15% - 20% of travel required which includes nights and weekends

Knowledge, Skills and Abilities:

• Strong collaborator with ability to build relationships and work across various departments and teams to create results
• Knowledge of event management technology
• Clear, effective communication skills to internal and external stakeholders, both technical and non-technical audiences
• Enthusiastic and fast learner with intellectual curiosity and a willingness to take initiative
• Ability to set appropriate priorities and manage multiple tasks to meet firm deadlines 
• A positive attitude – maintaining poise and professionalism in stressful situations
• A problem solver – keen to understand internal and external stakeholder needs and offer solutions

The above declarations are not intended to be an “all inclusive” list of duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the job, and are a reasonable representation of its activities. 

IMMEDIATE SUPERVISOR: Director, Marketing
DEPARTMENT: Marketing and Communications
LOCATION: Remote

General Summary

The Marketing Coordinator is responsible for meticulously planning, coordinating, implementing, tracking, and overseeing projects related to ISPE’s marketing campaigns. As a key member of the Marketing and Communications Team, the Marketing Coordinator, is an all-encompassing position that requires a high-level view of various moving parts, such as stakeholders, deadlines, and deliverables while also maintaining extreme attention to detail. This includes a thorough understanding of ISPE’s products and services, as well as the respective marketing budgets and goals/success criteria established for each. This is a remote work position, and may be located anywhere in the continental U.S., noting that ISPE office hours are conducted on eastern time zone.

Principal Duties and Responsibilities

Essential Functions:

• Develop a deep understanding of the company’s products, services, and goals
• Effectively and efficiently manage marketing campaigns via project management software (Monday.com), including the calendar of tactical deployments of marketing efforts
• Work with the Marketing and Communications team on the development and organization of integrated marketing campaigns
• Ensure all timelines are reasonable and deliverables are provided on time
• Monitor all marketing campaigns' effectiveness to optimize impact and progress
• Resource management of Marketing/Communications staff and contractors to ensure the ability to successfully plan and execute scheduled marketing campaigns
• Assist in compiling regular reports of campaign performance and results and provide ongoing updates to various internal value streams
• Develop strong partnerships and trust with internal value streams, as well as colleagues within and outside of the Marketing Communications Department
• Other duties and responsibilities as assigned

Requirements & Qualifications

Education and Experience:

• Bachelor’s degree in Marketing, Communications, Business Management, or related field.
• Minimum of 3 years of marketing campaign management, ideally related to logistics, project management, or client-facing roles
• Monday.com experience or a similar work operating system (Work OS) is preferred, but not required
• Experience in the pharmaceutical or other manufacturing/engineering industry preferred, but not required
• Ability to travel as needed to conferences, business meetings and trainings (less than 10%)

Knowledge, Skills and Abilities:

• Working knowledge of Microsoft Office suite (Word, Excel, PowerPoint) and Office 365
• Working Proven success designing and executing marketing and communication campaigns
• Excellent organizational, prioritization, decision-making skills and the ability to meet deadlines
• Excellent time management and multitasking ability, capable of simultaneously managing multiple projects with different deadlines
• Exceptional editing and proofreading skills
• Superior verbal and written communication skills
• Proficient with Microsoft Office Suite and Adobe Creative Suite
• Enthusiastic, fast learner with intellectual curiosity and a willingness to take initiative
• Strong collaborator with the ability to work across various departments and teams to create results
• A positive attitude – maintaining poise and professionalism in stressful situations.
• Strong attention to detail
• Ability to think analytically and strategically
• Ability to work as part of a team and independently

The above declarations are not intended to be an “all inclusive” list of duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the job, and are a reasonable representation of its activities. 

IMMEDIATE SUPERVISOR: Director of Development and Operations
DEPARTMENT: ISPE Foundation
LOCATION: Remote

General Summary

Working under the supervision of the ISPE CEO & the Director of Development and Operations and the guidance of the ISPE Foundation Board, the Operations Manager provides program management over all ISPE Foundation programs and activities, Grant Programs, and is the Corporate Social Responsibility Liaison. The Operations Manager will also help successfully manage and coordinate operations with ISPE staff and volunteers, manages the outcomes for those programs, including data collections, impact stories, etc., with the goal of implementing initiatives that will result in the achievement of the Foundation’s mission and vision.

Principal Duties and Responsibilities

Essential Functions:

• Knowledge w/o Borders (Technology w/o borders, Translations), Workforce Diversity Programs (IFDIP, WIP), Scholarships and Grants Program (including AM and Professional Development Grants), and other like programs
  • Develop and manage the applications for the Grant Programs
  • Manage the Selection Committee for the Grant Programs (including scheduling meetings, collecting, and disseminating data, minutes, etc.)
  • Manage communications with company partners for the Grant Programs
  • Manage the communication needs with internal staff and 3rd party companies for the Grant Programs
  • Manage the communication with grant recipients
  • Liaison for producing grant and communication deliverables and tracking progress
• Corporate Social Responsibility Liaison - Manage the granting and application process for corporations, industry leaders, and other supporting like affiliates
• Monitor, track and report the impact of programs. Produces outcome and progress reports data (ROI) gathering and works with MARCOM to assist in communicating impact and program deliverables
• Manage the operations for the Foundation’s activities at the ISPE Annual Meeting & Expo and other ISPE conferences
• Provide operational updates to the Foundation Board of Directors and Foundation Executive Committee as necessary
• Maintain and implement Foundation policies and procedures
• Assist in grant and proposal writing as necessary
• Responsible for Fundraising operations and volunteer coordination of the same to achieve or exceed annual fundraising goals set by the Foundation Board of Directors
• Manage all aspects of Foundation programs in coordination with ISPE staff
• Implement Foundation programs in support of ISPE operations as appropriate
• Identify opportunities for program development, expansion, and funding
• Identify and cultivate partnership opportunities which leverage the Foundation’s abilities to achieve its mission
• Oversee management, community, and Board reports on results of Foundation initiatives
• Lead committees of volunteers and experts to progress Foundation strategies
• Assist in developing and promoting the messaging and effective communication of the Foundation’s evolving story of beneficial impact to stakeholders and society
• Develop criteria to evaluate the effectiveness of the Foundation’s programs and participate in the development of strategies to facilitate future progress
• Obtain, maintain, and share a high level of knowledge of the most effective strategies and current thinking (best practices) in the Foundation community
• Interact with members, leaders, and public and private sector stakeholders to assess developments in the Foundations interest areas and strategic points for philanthropic engagement
• Special Projects: Conducts research, compile data and prepare reports for consideration and presentation to the ISPE CEO & COO
• ehHelps in the planning and execution of Foundation sponsored events
• Other duties as assigned

Requirements & Qualifications

Education and Experience:

• Bachelor’s degree required, pharmaceutical knowledge a plus
• Minimum of five years of experience in fundraising a plus
• Nonprofit fundraising or knowledge associated with fundraising required
• Experience working in an association and/or managing volunteers, and peer-to-peer fundraising is preferred

Skills and Knowledge:

• Extensive business communication skills, both orally and written, including the ability to speak publicly
• Knowledge of budget development and monitoring principles and federal rules and regulations pertaining to fundraising and nonprofit operations
• Demonstrate professional appearance, ethics, and demeanor at all times
• Significant skills in researching, analyzing, presenting data, reaching conclusions and developing recommendations
• Ability to coordinate various projects and responsibilities while prioritizing conflicting demands and deadlines
• Ability to establish and maintain effective working relationship with a wide range of individuals
• Self-motivated and results oriented
• Strong organizational and project management skills
• Advanced Computer literate in Microsoft Word, Excel and PowerPoint
• Tech Savvy – strong ability to use social media and web platforms to build foundation awareness and promote fundraising efforts
• Ability to travel both domestically and internationally and work evenings and weekends as needed (25%)
• Ability to stand and walk for extended periods of times at ISPE Conferences

The above declarations are not intended to be an “all inclusive” list of duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the job, and are a reasonable representation of its activities. 

IMMEDIATE SUPERVISOR:  Director, Marketing
DEPARTMENT: Marketing and Communications
LOCATION: Remote

General Summary

The Senior Graphic Designer is a design leader and brand steward whose high standards and broad conceptual thinking inspires creative excellence. This position brings both leadership and hands-on creativity to continually improve ISPE’s brand presentation and is responsible for a variety of digital and print deliverables from concept to production. As a key member of the Marketing and Communications Team, the Senior Graphic Designer plays an instrumental role in the conceptualization and implementation of marketing campaigns, working closely in partnership with internal value stream leads to ensure delivery of superior clear, concise, and compelling advertising, and marketing collateral. This is a remote work position, and may be located anywhere in the continental U.S., noting that ISPE office hours are conducted on eastern time zone.

Principal Duties and Responsibilities

Essential Functions:

• Act as creative consultant to protect, maintain and continually improve the ISPE family of brands as ISPE continues to evolve and grow
• Design, create, and execute the production of all ISPE promotional materials, direct mail, flyers, catalogs, onsite guides, PowerPoint presentations, ads, web graphics, social media graphics, landing page design, email graphics, trade show displays; overall ISPE brand management; graphics standards updates
• Act as project manager for conference creative deliverables, creating timelines, developing concepts for onsite graphics, and coordinating internal value streams to deliver elevated attendee experience
• Manage requests for creative, setting deliverable dates to set and meet client expectations. Provide regular status updates on each project
• Assist in reviewing content submitted by internal value streams
• Manage vendors and freelance designer(s) as needed, ensuring accountability in meeting production milestones and review stages, including hiring and reviews
• Collaborate with Marketing and internal value streams to develop strategies and deliver fresh creative marketing solutions
• Contribute to overall marketing strategies encompassing corporate branding, public relations, advertising, events, training programs, publications, member services, sales collateral, print materials, and web design
• Stay abreast of design tools, digital media platforms, and industry trends

Requirements & Qualifications

Education and Experience:

• Bachelor’s degree in Graphic Design or a similar field is required for this position
• 5-8+ years of relevant experience in graphic design, editorial design, or advertising and 2+ years of project management experience preferred
• Must have strong project management skills to plan, prioritize, and organize effectively.
• Proficient in marketing theory and design applications
• Knowledge of B2C and B2B marketing strategies
• Proficient with Microsoft Office Suite, Adobe Creative Suite (InDesign, Photoshop, Illustrator, etc..) and other digital imaging tools used in the production of print and electronic communications
• Excellent organizational skills, including experience cataloging and saving final design and support files
• 3+ years of experience collaborating with an in-house marketing team and organization staff.
• Strong technical aptitude and ability to pick up new tools quickly
• Ability to travel as needed to conferences, business meetings and trainings (less than 10%)

Knowledge, Skills and Abilities:

• Keen eye for modern, fresh design aesthetics and typography
• Strong attention to detail with exceptional editing and proofreading skills
• Ability to work in a fast-paced and dynamically changing environment
• Ability to coordinate and organize multiple simultaneous projects
• A positive attitude – maintaining poise and professionalism in stressful situations
• Strong collaborator with the ability to work across various internal value streams to create results
• Ability to work as part of a team and independently
• Superior verbal and written communication skills

The above declarations are not intended to be an “all inclusive” list of duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the job, and are a reasonable representation of its activities.