Meeting Specialist

Parexel

3d•Remote

About The Position

When our values align, there's no limit to what we can achieve. At Parexel, we all share the same goal - to improve the world's health. From clinical trials to regulatory, consulting, and market access, every clinical development solution we provide is underpinned by something special - a deep conviction in what we do. Each of us, no matter what we do at Parexel, contributes to the development of a therapy that ultimately will benefit a patient. We take our work personally, we do it with empathy and we're committed to making a difference. Home Based, East Coast (Boston, MA preferred) We are looking for a Meeting Specialist to join our talented and supportive team of 40+ delivering high quality international events. This is a full-time opportunity to extend with great benefits including a competitive salary with an annual bonus. 3+ years’ experience managing pharmaceutical events is required. Experience with Cvent is a plus. Job Purpose: Our Meeting Specialist will organize and manage meeting logistics to support the needs of the pharmaceutical industry, ensuring seamless planning, compliant execution, and high‑quality experiences for internal and external stakeholders. This role encompasses the planning, managing, and delivery from start to post-event. Requires travel both domestically and internationally.

Requirements

Proven experience in a pharmaceutical meetings environment
Demonstrated ability to successfully manage meetings on time with high quality
Technical expertise
Client focused approach to work
Ability to interact professionally within a client organization
Strong problem-solving skills
Willingness to work in a matrix environment and to value the importance of teamwork
Excellent interpersonal, verbal, and written communication skills
Sound understanding of IT packages such as Word, Excel, and PowerPoint
Ability to manage multiple and varied tasks with enthusiasm and prioritize workload with attention to detail
Knowledge of online registration software
Good knowledge of audiovisual equipment
A flexible attitude with respect to work assignments and new learning
Relevant pharmaceutical meeting planning experience
Equivalent experience organizing meetings within a similar industry and/or role is required

Nice To Haves

Experience working with Cvent platform a plus

Responsibilities

Specialized knowledge In depth understanding of the department’s service offerings and processes
Works with minimal supervision in a team environment to ensure the timely and accurate performance of work within project scope and objectives
Participates in project planning meetings (internal and with client)
Keeps current on knowledge within the industry in respect of SOPs, HCP compliance, and suppliers
Knowledge of quality worldwide meeting venues
Working knowledge of virtual meeting management and platforms
Client relationship management
Proactively manages Client expectations and ensures delivery against them
Assertive in managing changes in project scope
Attends Client meetings and telecons to discuss operational issues
Ensures Client receives appropriate status update reports
Proactively identifies complex technical and process issues
Proactively assesses project needs and develops processes and solutions to address issues before they become significant problems
Ensures that the delivery of high quality, well executed projects
Alert to opportunities for follow on business or changes in project scope and engages appropriate management
Maintains confidentiality of information
Project execution and success
Liaises closely with colleagues at all levels to discuss issues and resolve conflicts that may arise when managing a project
Demonstrates the ability to complete assigned tasks, meet project deadlines and achieve objectives
Proactively seeks opportunities to improve project efficiency, results, or team performance
Oversee project coordinator responsibilities, including attendee management
Uses knowledge, experience, and expertise to recommend suitable venues and project solutions
Conduct site visits to further influence the success of the meeting
Works within internal/external SOPs and guidelines
Provides expert quality control in respect of compliance to pharmaceutical industry guidelines
Manages the on-site delivery of meetings
Ensure communication with suppliers is clear and up to date
Provides guidance to project team members in technical or process areas
Finance management
Ensures detailed project scoping information is obtained for every project
Ensures budget accuracy
Conducts budget revisions and reconciliations, recording changes in scope
Reviews profitability analysis
Ensures deposits and invoices are paid in a timely manner according to internal processes
Manages financial compliance procedures applicable to the delivery team
Monitors reconciliation timelines to ensure that agreed Client deadlines are met
Completes timesheets on time
Completes/approves project related expense claims