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