Job DescriptionWHAT DOES A SENIOR MEETING PLANNER DO?The Senior Meeting Planner is responsible for the independent planning and execution of small (under 50 attendees) meetings and events. The Senior Meeting Planner is accountable for updating internal systems in a timely manner and communicating program details to all necessary internal departments. On-site management and travel may be required.
- 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
QualificationsWHAT ARE WE LOOKING FOR?- Minimum 2-3 years meeting planning experience
- CMP Certification preferred, but not required
- Proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook)
- Experience with Cvent® (online event registration management system)
- Experience with other web-based registration systems
- Experience executing virtual meetings using programs such as Zoom, WebEx, Adobe Connect, On24, GoToMeeting
- Knowledge of hotel, air travel, and event planning industry
- Strong accounting and negotiation skills
- Ability to work independently on assigned projects
- Ability to prioritize, multitask and plan numerous meetings simultaneously
- Ability to take direction and apply appropriately to the planning and execution of ongoing projects
- Ability to handle conflict, resolve problems, and manage well in a dynamic environment
- Experience and ability to manage and travel to meetings in the US and internationally
