Senior Meeting Planner, Pharma Ad Agency Experience Required

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

📋 Description

• The Senior Meeting Planner is tasked with the independent planning and execution of meetings and events with fewer than 50 attendees.

• Responsible for timely updates to internal systems and for communicating program specifics to all relevant internal departments.

• May require on-site management and travel.

• Independently manage all logistical aspects of both live and virtual events, which includes venue selection, contract negotiations, travel arrangements, catering, meeting room setup, virtual platform oversight, audio-visual coordination, rooming lists, and liaising with ancillary vendors.

• Accountable for audience generation (recruitment) and managing attendee data, including compliance reporting under the Sunshine Act post-meeting.

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

• Track and prepare precise reports on attendee spending.

• Review and reconcile final invoices and pass-through costs within required timelines.

• Update templates and meeting materials that contain program information and coordinate their distribution to all targeted attendees.

• Arrange outsourced ground transportation for attendees, faculty, clients, and staff, while managing an accurate Arrival and Departure manifest.

• Collaborate with internal departments to ensure timely coordination and appropriate planning.

• Maintain continuous communication with the manager and project team throughout the program's duration to assess progress and address any changes in scope.

⛳️ Requirements

• Bachelor's degree (4-year college degree).

• A minimum of 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® (online event registration management system).

• Experience with other web-based registration systems.

• Proficient in executing virtual meetings using platforms like Zoom, WebEx, Adobe Connect, On24, and GoToMeeting.

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

• Strong skills in accounting and negotiation.

• Capability to work independently on assigned projects.

• Ability to prioritize, multitask, and plan multiple meetings concurrently.

• Competence in taking direction and applying it effectively to the planning and execution of ongoing projects.

• Skills in conflict resolution, problem-solving, and effective management in a dynamic environment.

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

🏝️ Benefits

• Competitive salaries.

• Comprehensive benefits package.