Job Details

Overview

Meeting Planner, Project Manager, Remote Our Client is a healthcare communications and research firm focused on helping patients by supporting clients through greater awareness, knowledge and understanding of their markets. They offer services in three critical areas: Medical Communications, Market Research, and Market Access. Their innovative approach to project work leverages capabilities across practice areas to drive efficiencies and deeper insights for all clients.

They offer a fun environment with excellent benefits, including medical/dental insurance, as well as a 401(k) plan. They emphasize contributing, growing, and being part of a team.

Job Description

This is a full-time position. The ideal candidate is an energetic, creative individual with a strong work ethic and high standards, who cares deeply about providing concierge-level customer service. Meeting Planner must work efficiently on several projects simultaneously, have strong time management skills and maintain enthusiasm in a constantly changing environment. Meeting Planner should have exemplary communication skills for extensive interactions with clients, team members, and vendors. Candidates must exercise careful attention to detail, particularly in planning and reconciling project budgets and other financial records for accounting and compliance.

The Meeting Planner must be able to anticipate project needs, discern work priorities, meet deadlines, and be willing to work occasional evenings and weekends. This position would require 25% travel, which would primarily occur over weekends. Experience in Medical Meetings is preferred.

Primary Responsibilities

• Provide superior client support and onsite management for all assigned meeting projects (advisory boards, KOL conference one on one engagements, steering committee meetings, speaker trainings, etc.).
• Provide excellence in planning meetings (pre-planning, onsite execution and post-meeting wrap-up).
• Manage travel, lodging, and expenses for participants traveling to meetings.
• Manage technology vendor for virtual projects.
• Assist in financial management, including budget creation, monitoring revenue/expenses for assigned projects, and timely/accurate reporting.
• Schedule and lead conference calls with clients for project updates.
• Act as liaison to expert physicians and high-level clients.
• Develop task lists and timelines for projects to guarantee that timelines are met.
• Produce program materials.
• Research appropriate venues and negotiate contracts.
• Perform general administrative work, such as creating and/or updating project documents.
• Travel to programs and manage logistics onsite.
• Responsible for post-program budget reconciliations and aggregate spend reporting.
• Adapt to changing client procedures and processes.
• Develop and maintain solid relationships with clients and vendors.
• Proactively seek out methods to improve self-performance and efficiency of operational tasks.
• Travel domestically and internationally, and work overtime as needed.

Qualifications

• Minimum of 3 years of experience as a meeting planner or project manager.
• Experience with healthcare and KOL management meetings preferred.
• Proven proactive problem-solving skills.
• Proficient in MS Word, Excel, and PowerPoint.
• Proficiency using current digital technology, including mobile computing, cloud-based tools, Microsoft Office, and mail merges; general internet search proficiency.
• Extremely detail-oriented and organized with strong multi-tasking skills.
• Team-oriented, positive attitude is essential.
• Capable of making solid and quick judgment calls in a crisis.
• Strong organizational, multi-tasking, and time management skills.
• Proven self-starter with initiative and follow-through.
• Ability to prioritize and schedule tasks in fast-paced environment.
• Strong interpersonal and communication skills, both verbal and written.
• Available to travel to live events (on average 25% including weekends).
• Ability to work directly with clients in a responsible, appropriate and service-oriented way.
• Experience at working both independently and in a team-oriented, collaborative environment.