Associate Meeting Planner / Meeting Planner

Citrus Health Group, Inc • Chicago, IL

5h • $55,000 - $75,000

About The Position

We are seeking a highly organized and motivated Meeting Planner to support the execution of advisory boards, executive one-on-one meetings, and congress-related activities. This role is ideal for someone who is looking to build experience in high-touch, client-facing meetings within a fast-paced environment.
This position is focused on logistics coordination and execution, working closely with senior planners and client services leads. The ideal candidate is detail-oriented, responsive, and able to take direction, while also being comfortable managing responsibilities independently when needed.

Requirements

• Bachelor’s degree in Business, Hospitality, Communications, or a related field preferred
• 1–2 years of meeting planning, event coordination, or related experience, preferably within a pharmaceutical, healthcare, or agency environment
• Strong organizational skills with exceptional attention to detail and accuracy, including the ability to manage multiple programs simultaneously
• Highly collaborative team player with the ability to take direction while also working independently and taking ownership of assigned programs
• Strong communication skills (written and verbal), with a professional presence in both internal and client-facing interactions
• Proficiency in Microsoft Office, particularly Excel, with the ability to manage budgets, track expenses, and analyze program financials
• Ability to work within defined processes while managing shifting priorities in a fast-paced environment
• Analytical and process-driven mindset, with strong problem-solving skills and the ability to identify and resolve issues proactively
• Demonstrated ability to manage logistics and vendor coordination across multiple programs simultaneously, with the ability to prioritize competing deadlines and shifting priorities
• Ability to travel as needed, including occasional weekends
• Flexibility to work nonstandard hours as required based on program timing, deadlines, and client needs
• High level of integrity, accountability, and professionalism in handling sensitive information and financial processes
• This job requires applicants to hold valid government-issued documents required for domestic and international travel.

Nice To Haves

• Experience with Cvent or similar event management platforms preferred; or ability to quickly learn new systems and internal tools
• Basic understanding of pharmaceutical compliance (e.g., HCP engagement, meal thresholds, TOV reporting) is a plus, or the ability to learn quickly

Responsibilities

• Support the planning and execution of a range of pharmaceutical meetings, including but not limited to live and virtual advisory boards, investigator meetings, executive one-on-one meetings, congress-related activities, internal planning meetings, and select patient or advocacy-focused engagements
• Coordinate all program logistics, including venue sourcing, hotel accommodations, ground transportation, meeting space, F&B, AV, material printing and shipping
• Manage meeting budgets, ensuring programs are planned and executed within approved financial parameters
• Own financial reconciliation and closeout of programs, including receipt/invoice review, budget tracking, and final reporting
• Develop a working knowledge of pharmaceutical compliance guidelines, including meal thresholds, attendee management, and TOV (Transparency of Value) reporting requirements, ensuring all programs are executed compliantly
• Support HCP fee-for-service processes, including coordinating honoraria, expense reimbursement, and required documentation in alignment with compliance and financial guidelines
• Partner with external vendors (hotels, AV, transportation, production, etc.), ensuring deliverables, timelines, and service expectations are met
• Maintain detailed project timelines, trackers, and planning documents to ensure deadlines are met
• Prepare meeting materials, including agendas, attendee communications, and onsite documentation
• Collaborate with internal teams (Client Services and Finance) to ensure seamless execution
• Participate in client calls as needed, presenting professionally while supporting senior team members
• Facilitate virtual programs as needed, including managing platforms, coordinating speakers, and ensuring a seamless attendee experience
• Travel to support on-site execution of meetings and events (approximately 35%, including occasional international travel)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 11-50 employees