Meeting Planner

Brief Description

Meeting Planning & Logistics

• Support end-to-end planning and execution of live, virtual, and hybrid meetings, including advisory boards, speaker trainings, and KOL engagements.
• Source and secure venues; negotiate contracts, rates, and terms to ensure cost efficiency and risk mitigation.
• Understand and apply client-specific and compliance guardrails throughout the planning process; escalate questions and propose practical solutions as needed.
• Coordinate menu planning, food and beverage guarantees, room setup, audiovisual needs, and onsite logistics.
• Arrange faculty/HCP travel, including air, ground transportation, and hotel accommodations, using internal travel platforms and approved internal processes.
• Support development and distribution of attendee communications, including calendar holds, confirmations, joining instructions, and onsite details.
• Support onsite execution as needed, including registration management, faculty support, vendor coordination, and issue escalation.
  
  

Budget & Compliance Support

• Track meeting expenses, monitor budget alignment, and complete reconciliations and invoice reviews within required timelines.
• Support compliance documentation requirements, including consultant agreements, fair market value (FMV) considerations, and aggregate spend tracking.
• Partner with internal teams to ensure all activities meet client-specific and industry regulatory standards, including Sunshine Act, PhRMA, EFPIA, and GDPR where applicable.
  
  

Vendor & Stakeholder Management

• Serve as a primary liaison with vendors, including venues, AV teams, transportation partners, and virtual technology support.
• Maintain strong, service-oriented relationships with internal teams and external stakeholders.
• Adapt to evolving client procedures, preferences, and compliance workflows.
  
  

Post-Meeting Deliverables

• Compile attendance records, polling data, chat transcripts, and other meeting outputs for internal reporting.
• Support development and delivery of post-meeting closeout packages, including reconciliations and compliance documentation.
  
  

COMPETENCIES

• Strong organizational and time management skills with exceptional attention to detail and ability to manage multiple concurrent programs.
• Clear, professional written and verbal communication
• Strong vendor negotiation and relationship management skills
• Service-minded professional with confidence and poise in client-facing environments.
• Self-starter who can work independently while collaborating effectively across teams.
• Comfortable making informed decisions and real-time judgment calls during live programs.
• Motivated to contribute to continuous improvement, process optimization, and operational excellence.
• Positive attitude, proactive mindset, and ability to remain calm under pressure.
  
  

Requirements

Required

• Bachelor’s degree.
• 2–3 years of experience managing meetings within pharmaceutical, biotech, healthcare, medical education, or related industries.
• Experience coordinating logistics for in-person, hybrid, and virtual meetings.
• Working knowledge of virtual meeting platforms; Zoom and Microsoft Teams required.
• Proficiency with Microsoft Office (Outlook, Excel, PowerPoint) and comfort using cloud-based tools.
  
  

Preferred

• Experience working directly with HCPs/KOLs and pharmaceutical clients.
• Working knowledge of pharmaceutical compliance regulations (Sunshine Act, PhRMA, EFPIA).
• Experience managing budgets and vendor contracts.
• Cvent experience strongly preferred; experience with other event management platforms welcomed.
  
  

Summary

The Meeting Planner is responsible for planning and executing live, virtual, and hybrid pharmaceutical and healthcare meetings, working independently and cross-functionally to deliver advisory boards, KOL engagements, speaker trainings, and other medical communications programs in a fully remote agency environment.