Interim Senior Meeting Planner

Why Join the HWP Group?

Health & Wellness Partners, LLC (HWP) is a medical and scientific communications agency that collaborates with life‑science industry stakeholders to develop award‑winning solutions that advance patient care and transform scientific content into compelling live and virtual user experiences through digital platforms, congress engagement, and more. We bring clients, providers, and patients outstanding educational programming paired with innovative digital and interactive dissemination vehicles. We are committed to making a difference in health care and in the lives of our team members. Our culture focuses on career growth, well‑being, and community outreach. HWP has been recognized as both an MM+M Best Place to Work and an Inc. Best Workplace. For more information, visit thehwpgroup.com.

About the role

We’re looking to add an Interim Senior Meeting Planner to our Meeting Planning team. The Interim Senior Meeting Planner will be responsible for managing and executing all arrangements for assigned virtual and in‑person speaker programs in accordance with client and HWP requirements. This is a temp‑to‑perm full‑time position (35 hours per week) expected to last in a temporary capacity until the end of this year. Candidates who demonstrate strong performance and reliability during this time will be considered for a permanent position.

Responsibilities

• Serve as the liaison between client sales representatives, contracted speakers, and vendors to ensure seamless program execution.
• Research, evaluate, and recommend compliant meeting venues that align with program requirements and client needs.
• Identify, contact, and secure contracted speakers, managing all related communications and logistics.
• Plan and coordinate end‑to‑end meeting logistics, including venue selection, audiovisual needs, speaker travel, lodging, and ground transportation.
• Develop, prepare, and distribute program materials, including invitations, confirmations, and other event communications.
• Maintain accurate and comprehensive program documentation, notes, and required data entry throughout the event lifecycle.
• Reconcile actual program expenses against estimates and ensure all required invoices and supporting documentation are complete and accurate.
• Maintain a thorough understanding of service level agreements (SLAs) and consistently ensure all programs are executed in accordance with established requirements.

Requirements

• 3–5 years of meeting planning experience.
• Pharmaceutical meeting planning/speaker bureau experience is a plus.
• Strong interpersonal skills and ability to interact effectively with internal and external stakeholders at all levels.
• Excellent organizational skills and keen attention to detail.
• Working knowledge of Zoom and Microsoft® Teams for virtual program planning/setup and execution.
• Knowledge of Veeva Events is desirable.

Benefits

• Paid volunteer time off.
• On‑site gym and other employee wellness initiatives.
• Casual work attire.
• Remote and hybrid work schedule options.
• Comprehensive benefits package available upon permanent hire.

Pay

Salary range: $60,000 – $73,000 annually. Actual salary will depend on background and experience.

Schedule

Full‑time, 35 hours per week, temporary through year‑end with potential for permanent hire. Remote and hybrid work schedule options are available.