Senior Meeting Planner – Live Meeting, Pharma Agency Experience Required

This is a fully remote position, open to applicants in New York.

📋 Description

• Plan and execute small meetings and events independently for groups of fewer than 50 attendees.

• Oversee logistics for both live and virtual events, which includes venue selection, contract negotiations, travel arrangements, catering, room setup, virtual platforms, audiovisual services, attendee lists, and additional vendor coordination.

• Handle audience generation, recruit attendees, and manage attendee data.

• Complete post-meeting reporting as required by the Sunshine Act.

• Process and manage payments for healthcare professionals and vendor invoices.

• Monitor and prepare attendee expenditure reports in accordance with Sunshine Act guidelines.

• Review and reconcile final invoices and associated costs.

• Update and distribute meeting templates and materials to designated attendees.

• Coordinate outsourced ground transportation and maintain arrival and departure records.

• Collaborate with internal departments and maintain communication with the manager and project team.

• Maintain billable utilization rates appropriate for the position level.

• Manage on-site programs as required and travel as necessary.

⛳️ Requirements

• Bachelor's degree.

• At least 2-3 years of experience in meeting planning.

• CMP Certification is preferred but not mandatory.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).

• Familiarity with Cvent®.

• Experience with other online registration systems.

• Proven experience in executing virtual meetings using platforms such as Zoom, WebEx, Adobe Connect, On24, or GoToMeeting.

• Knowledge of the hotel, air travel, and event planning sectors.

• Strong skills in accounting and negotiation.

• Ability to work independently on assigned projects.

• Capacity to prioritize and manage multiple meetings simultaneously.

• Ability to take direction and apply it effectively to the planning and execution of ongoing projects.

• Competence in handling conflict, resolving issues, and thriving in a dynamic environment.

• Experience and willingness to manage and travel to meetings both domestically and internationally.

• Flexibility to work outside of standard hours, including evenings and weekends.

• Knowledge of and compliance with PhRMA, FDA, OIG, ACCME, and ADA guidelines.

🏝️ Benefits

• Competitive salary and benefits package.

• Availability for remote work.

• Reasonable accommodations provided during the interview and hiring process.

• Commitment to an inclusive and diverse workplace culture.