Senior Meeting Planner, Speaker Bureau/Pharma Agency Experience

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

📋 Description

• Plan and execute small meetings and events for up to 50 participants independently.

• Oversee logistics for both live and virtual events, which encompasses venue selection, contract negotiations, travel arrangements, catering, room setup, virtual platforms, audiovisual services, and coordination with ancillary vendors.

• Manage audience engagement and attendee data, including compliance with post-meeting Sunshine Act reporting.

• Process payments for healthcare professionals and handle vendor invoices.

• Prepare and track attendee expenditure reports to ensure adherence to Sunshine Act regulations.

• Review and reconcile final invoices and associated costs within specified deadlines.

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

• Coordinate outsourced ground transportation and manage arrival and departure manifests.

• Collaborate with internal teams for effective planning and coordination.

• Maintain ongoing communication with the manager and project team throughout the duration of programs.

• Assess program progress and adapt to changes in scope as necessary.

• Achieve or surpass minimum billable utilization targets.

• Execute on-site management and travel as needed.

• Perform additional duties as assigned.

⛳️ Requirements

• Bachelor's 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®.

• Experience with various web-based registration platforms.

• Proven ability to execute virtual meetings using platforms such as Zoom, WebEx, Adobe Connect, On24, or GoToMeeting.

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

• Strong skills in accounting and negotiation.

• Capability to work independently on designated projects.

• Ability to prioritize tasks, multitask, and organize multiple meetings simultaneously.

• Competence in taking direction and applying it effectively to ongoing projects.

• Skill in managing conflict, resolving issues, and performing well in a dynamic environment.

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

• Availability outside of standard working hours, including evenings and weekends.

• Knowledge of and adherence to PhRMA, FDA, OIG, ACCME, and ADA guidelines.

• A commitment to diversity, equity, and inclusion.

• Ability to remain flexible and work collaboratively in a fast-paced, demanding work setting.

🏝️ Benefits

• Competitive salary along with comprehensive benefits.

• Option for remote work.

• Commitment to diversity, equity, and inclusion.

• Reasonable accommodations provided during the hiring process.

• Flexible work arrangements may allow for remote work.

• Opportunity to collaborate with a global, full-service life sciences marketing agency network.