Senior Meeting Planner (pharma agency exp required)

WHAT DOES A SENIOR MEETING PLANNER DO?

The Senior Meeting Planner plays a key role in planning and executing pharmaceutical meetings, with a strong focus on speaker programs across live and virtual formats. This position requires expertise in managing complex logistics, ensuring compliance with industry regulations, and delivering flawless experiences for healthcare professionals. Ideal candidates will have prior speaker bureau experience, proficiency in CVENT for registration and reporting, and advanced computer skills to manage data, reporting, and various technology platforms. The role demands exceptional attention to detail, organizational strength, and the ability to collaborate effectively with internal teams and external vendors. Occasional on-site support and travel are required.

ESSENTIAL DUTIES AND RESPONSIBILITIES: 
Our employees are tasked with delivering excellent business results through the efforts of their teams.  These results are achieved by:  

• Independently coordinate all program logistics for both live and virtual events, including but not limited to venue/site selection, contract negotiations, travel, food and beverage, meeting room set-up, virtual platform management and audio-visual coordination, rooming lists, and ancillary vendors (i.e., entertainment, activities, décor, and/or photographer) 

• Responsible for audience generation (recruitment) and attendee data management, including post-meeting compliance Sunshine Act reporting 

• Process and manage healthcare professional payments and vendor invoices 

• Track and prepare accurate attendee spend reports to comply with the Sunshine Act guidelines 

• Review and reconcile final invoices and pass-through cost reconciliation within mandated timelines 

• Update templates and meeting materials containing program information and coordinate distribution to all targeted attendees according to timelines and client standards 

• Coordinate outsourced ground transportation arrangements for attendees, faculty, client, and staff and update and manage an accurate Arrival and Departure manifest 

• Work with internal departments to ensure timely coordination and appropriate planning 

• Maintain ongoing dialogue with manager and project team throughout life of the program to evaluate progress and respond to any changes in the scope of the program  

• Maintain and/or exceed minimum billable utilization percentages for position level 

• Required to be available to work outside the company’s standard work hours, including evenings and weekends 

• The ability to maintain flexibility and teamwork in a fast-paced, demanding work environment 

• Adheres to and awareness of PhRMA, FDA, OIG, ACCME, and ADA guidelines 

• Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias.   

• All other duties as assigned