Director Meeting Planning (Remote)
About The Position
The Director, Meeting Planning will lead the strategy, planning, and flawless execution of all Shionogi U.S. non-HCP meetings. This role is accountable for delivering operational excellence across a diverse portfolio of small- and large-scale meetings, including, national sales meetings, launch meetings, corporate events, and executive leadership meetings. This is a highly visible, enterprise-level role requiring the ability to manage multiple concurrent meetings, complex budgets, and cross-functional stakeholders while maintaining a consistently high standard of execution. The Director will independently lead the planning of most meetings from start to finish, and partner with external vendors for larger-scale events as appropriate. All meetings are U.S.-based.
Requirements
- Bachelor’s Degree preferred or equivalent experience required.
- Minimum of 8 years of experience in a corporate environment supporting meeting and event coordination, including a minimum of 2 years of meeting planning and event management within the pharmaceutical industry.
- Proven experience leading complex, small to large-scale corporate meetings and events end-to-end both independently and with vendor support.
- Demonstrated ability to manage multiple concurrent projects with competing priorities in a fast passed, highly-visible environment.
- Strong financial acumen with experience developing, managing and reconciling complex budgets.
- Exceptional stakeholder management, communication, and influencing skills.
- Enterprise mindset with the ability to anticipate needs, solve problems, and guide cross-functional teams.
- Ability to travel approximately 60% of the time, including multiple days overnight and occasional weekends.
- Office presence is required as determined by business needs.
Responsibilities
- Lead the end-to-end planning, execution, and reconciliation of all Shionogi U.S. non-HCP meetings, including, but not limited to: National Sales Meetings and Launch Meetings
- Corporate Town Halls and Corporate Events
- Executive and C-suite meetings
- External congresses, conferences, and business meetings
- Trainings, workshops, offsites, and team-building events (on-site and hybrid)
- Serve as the primary project lead for each meeting, developing and executing a strategic event plan aligned to business objectives.
- Develop and manage comprehensive meeting plans, including: Event scope, objectives, and strategy documents
- Venue sourcing, site selection, and cost proposals
- Forecasting and managing detailed budgets, project timelines, and expense tracking
- Meeting agendas, run-of-show documents, and detailed schedules
- Travel logistics, rooming lists, and transportation coordination
- Event production details including AV, décor, food & beverage, and room setup
- Build, manage, and reconcile complex meeting budgets across multiple events and timelines.
- PO creation, invoice submission, and ongoing spend tracking
- Provide clear and timely financial updates to stakeholders and finance department
- Maintain accurate financial documentation, reporting, and post-event reconciliation.
- Partner closely with cross-functional stakeholders to align logistics and meeting design with business goals.
- Influence across functions, negotiate priorities, and proactively resolve issues to ensure successful outcomes.
- Serve as the on-site Shionogi U.S. representative for employees, executives, and external partners.
- Lead and manage external vendors, agencies, venues, and production partners.
- Oversee meeting technology platforms (e.g., CVENT), including registration, communications, and attendance management.
- Manage audiovisual production, presentation logistics, and on-site installation and dismantle activities.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Director
