Senior Meeting Planner

Simulations Plus• US,

1d•$80,000 - $90,000•Remote

About The Position

The Senior Meeting Planner will coordinate and manage in-person and virtual meetings, conferences, and events for clients within the life sciences industry. The role plans and executes domestic and international meetings including logistics, budgeting, vendor management, and onsite coordination.

Requirements

6+ years of meeting planning, event management, or related experience
PhRMA meeting planning experience required
Event management software and online registration platforms (e.g. Cvent) experience is required
Strong organizational and project management skills
Manage multiple priorities and meet deadlines
Excellent verbal and written communication skills
Strong interpersonal skills
Interact successfully with stakeholders at all levels
Attention to detail and maintain a high level of accuracy in planning and execution
Strong negotiation and vendor management skills
Proficient in event management software and online registration platforms
Knowledge of best practices in meeting planning, event design, and industry trends
Work comfortably in a fast-paced environment
Strong, effective time management skills
Flexibility to work with changing priorities and processes
Strong computer and software skills
Able to operate independently and with the team
Work flexible hours including evenings and weekends as required by event schedules
Occasional travel required (up to 10%)

Responsibilities

Plan and coordinate meetings, conferences, and events
Select venue, negotiate contract, and coordinate consulting agreement
Manage travel, lodging, food/beverage, audio-visual, room-set, meeting materials, and budget tracking
Collaborate with internal stakeholders to define meeting objectives, agenda, and attendee requirements
Develop and manage project timelines, budgets, and checklists
Ensure planning aspects and interactions with healthcare professionals are compliant
Source, select, and manage vendors and suppliers including caterers, audio-visual providers, and transportation services
Negotiate contracts, review proposals, and ensure adherence to budget
Coordinate with vendors to ensure timely delivery of services and resolve issues
Manage meeting recruitment and registration
Ensure consulting agreements and W9s are signed and fully executed prior to meetings
Coordinate travel arrangements, accommodations, and ground transportation
Arrange audio-visual equipment, signage, and other event materials
Manage room setup, seating arrangements, and other onsite logistics
May develop and manage event budgets including cost estimation, tracking, and reporting
Monitor expenses throughout the planning process to ensure adherence to budget
Identify opportunities for cost savings and negotiate favorable pricing with vendors
Serve as main point of contact for participants, address inquiries, provide information, and manage registrations
Prepare and distribute event-related materials, such as invitations, agendas, and presentations
Maintain accurate records including attendee lists, expenses, and post-event evaluations
Oversee onsite event coordination ensuring logistical arrangements are in place and executed effectively
Manage event staff and volunteers providing guidance, instructions, and support
Troubleshoot and resolve issues that may arise during events
Collect feedback from participants and stakeholders to evaluate the success of meetings and events.
Identify opportunities for continuous improvement on logistics and implement changes based on lessons learned
Submit honorarium payment requests and expense reimbursements for processing
Work with finance to fully reconcile event costs
Provide required documentation for client specific post-meeting reports
Other duties as assigned