Senior Meeting Planner (live meeting/pharma agency exp required)

EVERSANA INTOUCH•New York, NY

About The Position

The Senior Meeting Planner independently plans and executes small meetings and events with fewer than 50 attendees, including live and virtual programs. The role is accountable for timely updates to internal systems and for communicating program details to relevant internal departments. On-site management and travel may be required, including travel to meetings in the United States and internationally. The planner coordinates program logistics such as venue selection, contract negotiations, travel, food and beverage, room setup, virtual platforms, audiovisual services, rooming lists, and ancillary vendors. The role also handles audience recruitment and attendee data, healthcare professional payments and vendor invoices, Sunshine Act reporting and spend reports, invoice reconciliation, meeting materials and attendee communications, ground transportation, and arrival and departure manifests. The planner collaborates with internal teams and maintains communication with the manager and project team throughout each program. This position requires flexibility in a fast-paced environment and availability outside standard work hours, including evenings and weekends.

Requirements

Four-year college degree.
Minimum 2–3 years of meeting planning experience.
Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
Experience with Cvent or other web-based registration systems.
Experience executing virtual meetings using platforms such as Zoom, WebEx, Adobe Connect, ON24, or GoToMeeting.
Knowledge of the 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.
Ability to take direction and apply it appropriately to project planning and execution.
Ability to handle conflict, resolve problems, and work effectively in a dynamic environment.
Ability and experience managing and traveling to meetings in the United States and internationally.
Availability to work outside standard company hours, including evenings and weekends.
Flexibility and teamwork in a fast-paced, demanding work environment.

Nice To Haves

Certified Meeting Professional (CMP) certification.

Responsibilities

Independently coordinate logistics for live and virtual meetings and events, including venue selection, contract negotiations, travel, food and beverage, room setup, virtual platforms, audiovisual coordination, rooming lists, and ancillary vendors.
Manage audience recruitment and attendee data, including post-meeting Sunshine Act compliance reporting.
Process and manage healthcare professional payments and vendor invoices.
Track and prepare attendee spend reports in accordance with Sunshine Act guidelines.
Review and reconcile final invoices and pass-through costs within required timelines.
Update templates and meeting materials with program information and coordinate distribution to targeted attendees according to timelines and client standards.
Arrange outsourced ground transportation for attendees, faculty, clients, and staff; maintain accurate arrival and departure manifests.
Coordinate with internal departments to support timely planning and execution.
Maintain dialogue with the manager and project team throughout each program, assess progress, and respond to changes in scope.
Maintain or exceed the minimum billable utilization percentages for the position level.
Adhere to and maintain awareness of PhRMA, FDA, OIG, ACCME, and ADA guidelines.
Demonstrate commitment to diversity, equity, and inclusion through ongoing development, inclusive behaviors, and proactive bias management.
Perform other duties as assigned.