Meeting Planner I / Contract Specialist

About the role

At Maritz, decades of innovation and perseverance have built a culture where human connection and collaboration are at the heart of everything we do. Joining Maritz means becoming part of a workplace grounded in the belief that people and their potential are our greatest resource. Maritz helps companies achieve their business goals by inspiring people to perform their best through experiences, incentives, and recognition programs that spark action and deliver measurable impact. This human‑first design is applied inward, building teams that care for each other and collaborate powerfully. Employee feedback shows that nearly 90% feel their managers care about their concerns, 82% feel genuinely appreciated, nearly 90% have the flexibility needed to balance work and personal life, and nearly 80% say Maritz prioritizes employee well‑being.

Responsibilities

• Contract Management (40%): Initiates and executes supply agreements & contract creation process through use of the Contract Lifecycle Management System (CLMS). Minimizes exposure to contractual risks in external relationships. Provides regular status updates to management and escalates unresolved issues for resolution.
• Project & Logistics Management (20%): Manages overall project timeline and deliverables including client expectations, business objectives, and people impressions. Coordinates food and beverage, transportation, hotels, air, and staffing as needed. Responsible for understanding and communicating established Health Care Professional (HCP) Meeting guidelines to the meeting stakeholder, as well as to the HCP.
• Relationship Management (15%): Day‑to‑day client contact and works closely with client to ensure objectives are executed. Maintains proactive, positive, open line of communication with client to ensure understanding of expectations and client satisfaction.
• Financial Management (15%): Responsible for capturing and updating business management systems with accurate financial information as needed. Manages overall program budget, reviews and audits all program related billing for accuracy. Tracks and reports expenses to clients and communicates changes to them on a consistent basis. May initiate and reconcile supplier payments.
• Process Management (10%): Utilizes business program/event management systems to manage project from intake through final bill completion. Creates SOWs, budgets, and maintains client and business proprietary systems. Works with accounting to complete final bill, reviews final billing prior to final invoicing to client. Maintains accurate records, system input, and complete file management as outlined in applicable policies and procedures. Works on special projects as assigned.

Qualifications

• Bachelor degree or equivalent experience required.
• 2‑4 years of experience in event or meeting management including budget maintenance and HCP or Pharma experience desired.
• Prior experience in developing and maintaining key client and supplier relationships desired.
• Excellent computer skills, knowledge of Microsoft Office tools and Cvent & ability to learn new technology quickly.
• Prior experience in effectively handling multiple projects/demands.
• Ability to travel approximately 30% (approximately once per quarter).
• Ability to co‑locate on client’s campus 2 days/week in East Hanover, NJ if hybrid.

Benefits

• Medical, dental, vision, life insurance, disability
• Paid parental leave
• 401k
• Tuition reimbursement
• Paid time off
• Year end holiday closure
• And more (see www.MaritzBenefits.com)

Schedule

• Hybrid position: Tuesday & Thursdays on site on campus for candidates within 50 miles of East Hanover, NJ (preferred); virtual accommodations considered for non‑local candidates.
• Travel required approximately 30% (about once per quarter).