Meeting Planner

About the Opportunity

We are seeking a mid-level Meeting Planner to join our Meeting Services team. The ideal candidate will have experience in client-facing roles, budget management, contract negotiations, and vendor coordination, with the ability to work independently while following company planning SOPs. This role involves managing all logistical components of medical communication programming, including investigator meetings, advisory boards, symposia, congress activities, and web-based teleconferences—and requires a high level of autonomy and accountability for successful program execution.

Responsibilities

• Manage all logistical elements of each program, including site research, invitation development, confirmations, travel, production, database management, BEO development, on-site coordination, and reporting. Travel required for on-site coordination.
• Oversee attendee registration process, including database management, participant communications, reporting, and onsite registration desk operations.
• Adhere to company planning SOPs to ensure consistency and accuracy.
• Develop and communicate detailed status updates to management and clients, ensuring alignment with project timelines and expectations.
• Act as the meetings department client-facing liaison for assigned programs, delivering proactive updates and recommendations to ensure satisfaction and program success.
• Oversee project logistics scope, identifying and processing scope changes as needed.
• Research and assess hotel, restaurant, and travel options, including:
  • Developing and disseminating RFPs
  • Assessing and developing availability reports to determine appropriate venue options
• Manage program budgeting and cost projections.
• Develop clear, concise, professional, and accurate communications for clients, attendees, hotels, travel partners, and other internal and external stakeholders.
• Manage travel and accommodations for presenters and attendees with approved travel agencies, airlines, ground transportation companies, hotels, and venues.
• Oversee menu compilation ensuring balance and accommodating various dietary needs within budget.
• Provide recommendations for effective and budget-conscious audiovisual.
• Process restaurant, hotel, and catering contracts/payment documentation.
• Develop and/or manage the development and production of all meeting materials.
• Travel to and facilitate on-site meeting coordination, managing all program requirements and events, including attendee support, audiovisual, transportation, food and beverage, onsite staff, etc.
• Manage the full program closeout process, including reconciliation of program costs, updating budgets, ensuring all documentation is complete, and truing up with the reconciliation period.
• Develop accurate post-meeting reports for reconciliations.
• Follow expense reimbursement guidelines.
• Provide final approval on all deliverables to ensure strategic objectives are met and project details are accurate.
• Ensure compliance with Sunshine Act reporting, PhRMA Code, client-specific business rules, and EX US country-specific compliance requirements. Maintain audit-ready documentation for all live meetings.
• Support Citrus’s management standards by promoting a culture of respect, professionalism, and accountability. Team members are expected to work collaboratively across departments, demonstrate mutual support, and maintain a positive, solutions-focused approach.

Qualifications

• Bachelor’s degree in Business, Hospitality, Communications, or related field preferred; and 2+ years of industry-specific meeting planning experience preferred.
• Hotel, restaurant, and travel logistics knowledge, international experience preferred.
• Proficiency in Cvent and MS Office with advanced skills in Excel.
• Proven meeting coordination experience focusing on client relationships, budgeting, and vendor management.
• Ability to work independently, follow company SOPs, and manage multiple programs with minimal supervision.
• Ability to travel onsite as needed (>25%) with potential for travel over weekends and extended periods up to one week.
• Position requires occasional nonstandard work hours in accordance with project needs, deadlines, deliverables, and urgent client needs.
• Strong understanding of project management, budgeting, and financial processes involved in meeting logistics.
• Must be comfortable negotiating and managing ambiguity while working on multiple meetings simultaneously.
• High level of integrity, confidentiality, and accountability.
• Ability to prioritize tasks and manage time effectively to meet deadlines.
• Exceptional communication skills, both written and verbal, for effective collaboration with vendors, clients, and internal teams.
• Excellent attention to detail and accuracy in data entry and record-keeping.

Pay

The estimated salary for this position and similar roles Citrus may consider for applicants ranges from $65,000 to $95,000 per year. This is the approximate pay range that Citrus anticipates it will pay for this and similar positions at the time of this posting. Citrus is committed to offering fair and competitive pay for all employees; consistent with applicable law, final compensation will be determined based on the applicant's skills, qualifications, and experience, along with the position's requirements. Citrus reserves the right to modify this pay range at any time.