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

EVERSANA•New York, NY

2d•$57,680 - $84,000

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 communicating program details to relevant internal departments. On-site management and travel may be required. The planner works with internal teams and project stakeholders throughout each program, adapting to changes in scope and maintaining required billable utilization. The position requires flexibility in a fast-paced environment and availability outside standard work hours, including evenings and weekends. The role also requires awareness of and adherence to PhRMA, FDA, OIG, ACCME, and ADA guidelines, as well as commitment to diversity, equity, and inclusion.

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 industries.
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.
Experience and ability to manage and travel to meetings in the United States and internationally.
Flexibility and teamwork in a fast-paced, demanding work environment.
Availability to work outside standard company hours, including evenings and weekends.

Nice To Haves

CMP certification is preferred but not required.

Responsibilities

Independently coordinate logistics for live and virtual events, including venue selection, contract negotiations, travel, food and beverage, room setup, virtual platform management, audio-visual coordination, rooming lists, and ancillary vendors.
Generate audiences through recruitment and manage attendee data, including post-meeting Sunshine Act 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.
Coordinate outsourced ground transportation for attendees, faculty, clients, and staff; maintain an accurate arrival and departure manifest.
Work with internal departments to ensure timely coordination and appropriate planning.
Maintain communication with the manager and project team throughout each program to evaluate progress and respond to scope changes.
Maintain or exceed 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 behavior, and proactive bias management.
Perform other duties as assigned.