Live Operations and Logistics Planner

?Our Purpose 

PVI, PeerView Institute for Medical Education, Inc. (PeerView)'s mission is to improve the knowledge, skills, and strategies of the healthcare team to support clinical performance and patient outcomes through the provision of live and on-demand continuing education. 

Overall Objectives 

This role will be responsible for all aspects of regional meetings logistical management from the development to the execution of regional meetings, not limited to, but including: hospital-based grand rounds, institution based specialty meetings, association-related state chapter meetings, and stand-alone half/full day meetings.

Key Responsibilities 

• Coordinate meeting requests from the Strategic Alliance Director by collaborating with the regional meeting host and PeerView's Faculty & Professional Relations Managers to confirm faculty participation, as well as finalize the date and time of the meetings
• Manages the day-to-day coordination of: 

1. Logistics for live in-person meetings according to project specifications and budgetary guidelines (audio-visual, ARS, room set-up, catering, etc.) 
2. Logistics for virtual meetings according to to project specifications, working with Zoom or the institutions preferred webinar platform (webinar platform set-up, polling, registration page, platform branding, etc) 
3. Payments of stipends to meeting host sites as needed, while ensuring compliance with Open Payments (Sunshine Act) 
4. Populating the central online project management system (QuickBase) ensuring details are accurate and updated in a timely manner 

• Acts as moderator and leader for virtual regional meetings, introducing the faculty and host, moderating Q&A, pushing out polling questions, etc 
• Facilitates employee, host, and speaker trainings for virtual webinars as needed
• Collaborates with Regional Meetings Director to manage the overall project from initial kick-off through to program expiration, working to ensure live meeting components fall within the assigned timeline and requirements as outlined by the accrediting bodies
• Promotes valuable and engaging educational interventions, resulting in positive feedback from hosts and attendees and ultimately repeat participation
• Establishes trust and creates a cohesive relationship with partnering organizations by providing timely and accurate communications about the activity's status
• Helps maintain strong relationships with hosts, ensuring exceptional customer service and support is provided to meet their educational needs 
• Proactively liaises with and manages priorities among the editorial team to meet established deadlines, milestones, and release dates for all content deliverables
• Collaborates with the production team and related vendors to develop deliverables for the meetings 
• Maintains and tracks overall travel budget and flags areas of concern to Regional Education Director 
• Coordinates with PeerView's Faculty & Professional Relations Managers, as needed, to ensure a seamless experience for faculty with regards to logistics for in-person and virtual meetings, including travel where relevant 

Key Skills and Attributes 

• Exceptional verbal and written communication skills 
• Outgoing and able to communicate effectively and professionally to external host contacts 
• Collaborative style—able to build effective professional relationships and deliver results
• Strong time management skills and ability to multi-task, prioritize and organize responsibilities in order to meet goals and timelines 
• Highly motivated to work independently and as part of a team