Event Planner, Promotional Medical Education & Speakers Bureau

IQVIA•Red Bank, NJ

1d•$45,000 - $112,600•Hybrid

About The Position

Event Planner, MedForce Position Overview MedForce, an IQVIA business, provides best-in-class medical communication services to help life sciences companies connect with HCPs – and improve lives. Our services span the entire product life cycle for our clients in the pharmaceutical and medical device industry. We are currently seeking an Event Planner to join our remote team. The Event Planner is responsible for the logistical execution of pharmaceutical programs and will work directly with the Meetings & Events Team on developing and executing strategic marketing and medical educational/training programs for our clients. The individual in this position must be detail oriented, show a high level of professionalism and customer service, with an attitude of ownership for program success and client satisfaction. This position will report to the Director of Meetings & Events and will work with the Meetings & Events Team to help build and execute the logistical aspects of the programs from start to finish. The position focuses on supporting meeting planning activities under the direction of senior team members. Exposure to vendor management, venue and travel booking, healthcare professional communications, and budget reconciliation within the pharmaceutical industry is beneficial but not essential.

Requirements

High school diploma or equivalent combination of education and/or work experience required.
Well-developed skills in prioritizing, organizing, decision making, time management, and verbal/written communication
On-site event coordination & vendor management experience, including third party vendors
Experience working with hotels, DMCs, and transportation companies
Microsoft Office Suite – Excel, Word, Power point, Outlook
Experience in industry specific software such as; Adobe Sign, CVENT, and Virtual Meeting Platforms
Willingness to work within an environment that includes biohazard materials and complete the required training
Hybrid role requiring onsite presence at the Red Bank office 2–3 days per week, with flexibility for additional onsite needs
Travel required; approximately 25% percent (occasionally on weekends). Could be 1-2 times per month or more depending on program demands and seasonality.
In order to be eligible for this remote position, you must reside within the country where the role is posted.

Responsibilities

Support the Meeting Managers in execution of full-service pharmaceutical medical education programs and conference-related events from inception to completion, through reconciliation while ensuring logistical compliance.
Support the planning of different types of pharmaceutical medical educational programs including: Large scale programs such as Speaker Trainings, Product Theatres, Symposiums, Customer Receptions/Dinners Small to mid-size programs such as Advisory Boards, KOL/HCP Engagements, local trainings 1:1 Consulting Meetings and HCP meals at large medical conventions
Work with Meeting Managers on brand management to coordinate delivery of branded materials and signage
Source Venues: Research and Negotiate hotel venues, meeting space and guest rooms, restaurant venues
Collaborate with IT/ web developers to customize registration websites & electronic communications
Draft and send approved Save the Date/Invites and Confirmations in collaboration with internal and external stakeholders
Manage Registration via event registration platforms (ie CVENT or proprietary platform)
Assist in arranging travel for HCPs: air, ground transportation and hotel rooms
Merge, Print and Deliver on-site materials: Welcome Packs, Name Badges, Tent Cards, Misc. handouts, Agendas, etc.
Select menus and ensure all meals are within client compliance policies
Adhere to program budget guidelines
Manage and coordinate distrubtion of Meetings & Events Team shared meeting material resources
Travel to meeting locations and assist team with meeting setup, attendee registration/check-in
Support Meeting Manager with financial reconciliation of the program to ensure it meets client compliance policies.
Verify final attendee list and cross reference for accuracy
Process attendee honoraria payment and out of pocket expenses
Review MedForce onsite team expenses