Meeting Planner

SUMMARYJoin a specialized events team delivering compliant, high-quality in-person, hybrid, and virtual programs for life sciences. You will serve as the primary logistics contact for venues, food & beverage, and audio-visual partners, coordinating closely with planning teammates and field sales representatives to ensure smooth, on-budget, and policy-adherent meetings. RESPONSIBILITIES• Act as the central logistics point for venues, catering, and AV across assigned meetings, keeping stakeholders informed throughout the meeting lifecycle.• Secure appropriate locations and negotiate within established business rules and standard operating procedures; document confirmations accurately.• Plan attendee food & beverage needs, including any special requirements; align orders with headcount and budget guidance.• Confirm audio-visual requirements for each program, incorporating specific speaker or sales-rep requests and onsite constraints.• Track and complete tasks, documentation, and approvals within defined service levels and due dates using standard templates and systems.• Collaborate with planning teammates to coordinate timing, deliverables, and changes; escalate risks that may affect compliance or attendee experience.• Apply client compliance rules at every step, including venue suitability, rate thresholds, and reporting requirements.• Maintain up-to-date information in the appropriate systems; ensure stakeholders have the latest details and status.• Follow timekeeping and productivity policies while meeting workload demands during peak seasons.• Perform related team duties as needed to support the successful delivery of events. QUALIFICATIONS• 2 years in event planning, customer service, or a related logistics coordination role.• Experience supporting clients by phone and email; strong, courteous communication style.• Hands-on meeting or event logistics experience preferred; life sciences exposure is a plus.• Bachelor’s degree preferred or equivalent experience.• Proficiency with Microsoft 365 (Word, Excel, PowerPoint, Teams) and Outlook; familiarity with SharePoint, Salesforce, and Smartsheet is advantageous.• Comfort using call systems and CRM tools (e.g., Twilio) to manage inquiries and updates.• Proven ability to organize multiple concurrent programs with exceptional attention to detail.• Availability during standard U.S. business hours with flexibility for extended hours during peak periods; ability to periodically work onsite as business needs dictate.• Productive remote work setup capable of handling calls and dual-monitor workflows with reliable internet speed.• Strong problem-solving mindset, urgency, and the ability to summarize next steps clearly in writing and verbally.Company DescriptionWith over thirty-five years of Recruiting, Staffing and HR Consulting experience providing nationwide service to many of the largest organizations in the country, Spectrum has achieved a level of experience and expertise that benefits our clients, candidates and contractors. Through an in depth analysis of our client’s organization, we develop an understanding of the skills and experience required for the successful candidate or contractor. EXPERTISE: Our Staffing Consultants are specialists in Human Resources, Scientific/Medical Device, Engineering, Insurance and Business Operations placement. STAFFING OPTIONS: Spectrum offers a number of staffing options including, Direct Hire, Contract, Temp, Retained Search, Recruiting Process Outsourcing (RPO) and Pay-Rolling (Payroll Transfer).CANDIDATE COMMITMENT: Spectrum is committed to working with the top candidates and contractors in the country and developing a working relationship with them to secure the career opportunities that will match their skills, experience and personal aspirations.OPEN POSITIONS:To apply online for our career opportunities go to our job board. www.spectrumstaffingusa.comSPECIALTIES: Areas of specialization include: Human Resources, Scientific/Medical Device, Engineering, Insurance and Business Operations placement.