Job Openings Meeting Planner

About the job Meeting Planner

Our growing and progressive Medical Education client has a Meeting Planner opportunity; you'll be responsible for managing a portfolio of live and virtual events ranging in size from 25 to 125 attendees.

Agency Insight & Culture

  • Our client is a boutique digital medical communications agency that partners with pharmaceutical, biotech, and medical device companies to promote the latest medical advances.
  • They provide their clients with a range of branded educational event solutions that leverage cutting-edge technology.
  • They valued, develop and reward employees by providing a collaborative culture and defined career path that supports a work/life balance.
  • Their leadership has maintained rapid growth and financial stability, providing long-term professional growth opportunities.
  • Events are Broadcast, Web Events, Virtual Speaker Bureaus, Web Training, Live Meetings

The Role You Will Play

  • Deliver high-quality, flawlessly executed live and virtual events on behalf of our clients
  • Collaborate with the client services team to manage the overall logistics of live and virtual meetings
  • Familiarity with virtual meeting platforms is helpful; comfort in learning new technologies is essential.
  • Coordinate preparation and distribution of participant, faculty, and logistics correspondence
  • Manage the site selection process
  • Manage all arrangements with hotels, including F&B selection and rooming lists
  • Negotiate cost-effective arrangements on behalf of the client
  • Work with travel agencies and ground transport companies to arrange and confirm travel for participants, faculty, and clients
  • Contract and manage audiovisual and other onsite vendors
  • Review and reconcile hotel, AV, ground transportation, and other subcontractor invoices
  • Ensure that all contractual obligations are met
  • Ensuring that the event complies with any pharmaceutical industry regulations
  • Assist healthcare provider spending reporting by identifying per-person expenses in the reconciliation process.
  • Ensure appropriate documentation of processes and contacts to ensure business continuity
  • Manage meetings within budget and client financial guidelines.
  • Ensure that client/customer quality standards are always upheld


Background Profile

  • Meeting/Planning experience
  • Excellent communication and people interaction skills
  • Understanding meeting-related technical needs, such as AV, ARS systems, etc.
  • Ability to work in a team or independently
  • Outstanding organizational and problem-solving skills