Senior Meeting Planner (pharma agency exp required)

Eversana•Chicago, IL

50d

About The Position

The Senior Meeting Planner plays a key role in planning and executing pharmaceutical meetings, with a strong focus on speaker programs across live and virtual formats. This position requires expertise in managing complex logistics, ensuring compliance with industry regulations, and delivering flawless experiences for healthcare professionals. Ideal candidates will have prior speaker bureau experience, proficiency in CVENT for registration and reporting, and advanced computer skills to manage data, reporting, and various technology platforms. The role demands exceptional attention to detail, organizational strength, and the ability to collaborate effectively with internal teams and external vendors. Occasional on-site support and travel are required.

Requirements

Minimum 2-3 years meeting planning experience (pharma agency experience is ideal)
Bachelor's Degree required
Proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook)
Experience with Cvent® (online event registration management system)
Experience with other web-based registration systems
Experience executing virtual meetings using programs such as Zoom, Microsoft Teams, On24
Knowledge of hotel, air travel, and event planning industry
Strong accounting and negotiation skills
Ability to work independently on assigned projects
Ability to prioritize, multitask and plan numerous meetings simultaneously
Must be able to take direction and apply appropriately to the planning and execution of ongoing projects
Ability to handle conflict, resolve problems, and manage well in a dynamic environment
Experience and ability to manage and travel to meetings in the US and internationally
This role requires around 25-30% annual travel

Nice To Haves

CMP Certification preferred, but not required

Responsibilities

Independently coordinate all program logistics for both live and virtual events, including but not limited to venue/site selection, contract negotiations, travel, food and beverage, meeting room set-up, virtual platform management and audio-visual coordination, rooming lists, and ancillary vendors (i.e., entertainment, activities, décor, and/or photographer)
Responsible for audience generation (recruitment) and attendee data management, including post-meeting compliance Sunshine Act reporting
Process and manage healthcare professional payments and vendor invoices
Track and prepare accurate attendee spend reports to comply with the Sunshine Act guidelines
Review and reconcile final invoices and pass-through cost reconciliation within mandated timelines
Update templates and meeting materials containing program information and coordinate distribution to all targeted attendees according to timelines and client standards
Coordinate outsourced ground transportation arrangements for attendees, faculty, client, and staff and update and manage an accurate Arrival and Departure manifest
Work with internal departments to ensure timely coordination and appropriate planning
Maintain ongoing dialogue with manager and project team throughout life of the program to evaluate progress and respond to any changes in the scope of the program
Maintain and/or exceed minimum billable utilization percentages for position level
Required to be available to work outside the company's standard work hours, including evenings and weekends
The ability to maintain flexibility and teamwork in a fast-paced, demanding work environment
Adheres to and awareness of PhRMA, FDA, OIG, ACCME, and ADA guidelines
Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias.
All other duties as assigned