Meetings Specialist

Home-based role (preferably located in the Northeast or Central Time Zone).

About the role

We are looking for a Meeting Specialist to join our talented and supportive team of 50+ delivering high-quality international events. This role encompasses the planning, managing, and delivery of projects from start to post-event. We seek someone with a “let’s do this” approach—trusted to deliver incredible experiences for clients while working end-to-end with a team of like-minded individuals. This is a full-time opportunity with great benefits, including a competitive salary and an annual bonus.

Responsibilities

• Lead all aspects of project deliverables in the Meeting Services team, ensuring quality standards are met on time and on budget.
• Apply specialized knowledge of the department’s service offerings, processes, and industry standards (SOPs, HCP compliance, suppliers).
• Participate in project planning meetings (internal and with clients) with minimal supervision.
• Maintain up-to-date knowledge of worldwide meeting venues and virtual meeting platforms.
• Proactively manage client expectations and ensure delivery against them.
• Attend client meetings and telecons to discuss operational issues and provide status updates.
• Identify complex technical and process issues and develop solutions before they escalate.
• Oversee delegate travel and attendance at international meetings and congresses.
• Recommend suitable venues and project solutions based on expertise.
• Conduct site visits to enhance meeting success.
• Ensure compliance with pharmaceutical industry guidelines and internal/external SOPs.
• Manage on-site meeting delivery and maintain clear communication with suppliers.
• Provide guidance to project team members on technical or process areas.
• Obtain detailed project scoping information and ensure budget accuracy.
• Conduct budget revisions, reconciliations, and profitability analysis.
• Ensure timely payment of deposits, invoices, and financial compliance procedures.
• Monitor reconciliation timelines to meet client deadlines.
• Complete timesheets and approve project-related expense claims.

Requirements

• 3+ years’ experience managing pharmaceutical events (required).
• Experience with Cvent (a plus).
• Relevant experience in conference and event support for pharmaceutical organizations, including sales launches, investigator meetings, congress meetings, incentives, and advisory boards.
• Equivalent experience organizing meetings within a similar industry may be considered.
• 25% travel required.
• Bachelor’s degree or relevant work experience in pharmaceutical meeting planning.

Skills

• Proven experience in a pharmaceutical meetings environment.
• Demonstrated ability to manage meetings on time with high quality.
• Technical expertise and a client-focused approach.
• Strong problem-solving and professional interaction skills.
• Willingness to work in a matrix environment and value teamwork.
• Excellent interpersonal, verbal, and written communication skills.
• Sound understanding of IT packages (Word, Excel, PowerPoint).
• Logical mindset with clear thought processes before acting.
• Ability to manage multiple tasks, prioritize workload, and maintain attention to detail.
• Excellent knowledge of online registration software.
• Good knowledge of audiovisual equipment.
• Flexible attitude toward work assignments and new learning.

Competencies

• Client Focus
• Integrity and Ethics
• Teamwork and Collaboration
• Results Orientation
• Business Analysis
• Interpersonal Communication
• Networking
• Solving Business Problems

Metrics for Success

• Utilization/billability target.
• Contribution to project, team, and departmental goals.
• Working within budgeted hours and monitoring/communicating CIS’s to Manager.

Pay

Base pay range: $85K–$95K. Actual salaries may vary based on factors including education, training, experience, professional achievement, and location. Eligible roles may participate in Parexel’s annual performance-based bonus plan, annual salary review, and additional total rewards incentives.

Benefits

• Paid time off.
• 401k match.
• Life insurance.
• Health insurance.
• Other market-leading benefit offerings in accordance with applicable plans.