Senior Meeting Planner

Skill Set

• Advanced software and consulting services in biopharma
• Licensing and utilization by leading pharmaceutical and biotech companies
• Experience with AI/machine learning, PBPK, PBPP, QSP/Tox, and PK/PD modeling
• Simulation-enabled performance and intelligence solutions
• Medical communications support for clinical and commercial drug development

Responsibilities

• Plan and coordinate meetings, conferences, and events
• Select venue, negotiate contract, and coordinate consulting agreement
• Manage travel, lodging, food/beverage, audio-visual, room-set, meeting materials, and budget tracking
• Collaborate with internal stakeholders to define meeting objectives, agenda, and attendee requirements
• Develop and manage project timelines, budgets, and checklists
• Ensure planning aspects and interactions with healthcare professionals are compliant
• Source, select, and manage vendors and suppliers including caterers, audio-visual providers, and transportation services
• Negotiate contracts, review proposals, and ensure adherence to budget
• Coordinate with vendors to ensure timely delivery of services and resolve issues
• Manage meeting recruitment and registration
• Ensure consulting agreements and W9s are signed and fully executed before meetings
• Coordinate travel arrangements, accommodations, and ground transportation
• Arrange audio-visual equipment, signage, and other event materials
• Manage room setup, seating arrangements, and other onsite logistics
• Develop and manage event budgets including cost estimation, tracking, and reporting
• Identify opportunities for cost savings and negotiate favorable pricing with vendors
• Communicate and document event-related materials, such as invitations, agendas, and presentations
• Maintain accurate records including attendee lists, expenses, and post-event evaluations
• Oversee onsite event coordination ensuring logistical arrangements are in place and executed effectively
• Manage event staff and volunteers providing guidance, instructions, and support
• Troubleshoot and resolve issues that may arise during events
• Collect feedback from participants and stakeholders to evaluate the success of meetings and events
• Identify opportunities for continuous improvement on logistics and implement changes based on lessons learned
• Submit honorarium payment requests and expense reimbursements for processing
• Work with finance to fully reconcile event costs
• Provide required documentation for client specific post-meeting reports

Qualifications

• 6+ years of meeting planning, event management, or related experience
• PhRMA meeting planning experience required
• Experience with event management software and online registration platforms (e.g. Cvent)
• Strong organizational and project management skills
• Excellent verbal and written communication skills
• Strong interpersonal skills
• Interact successfully with stakeholders at all levels
• Attention to detail and maintain a high level of accuracy in planning and execution
• Strong negotiation and vendor management skills
• Proficient in event management software and online registration platforms
• Knowledge of best practices in meeting planning, event design, and industry trends
• Work comfortably in a fast-paced environment
• Strong, effective time management skills
• Flexibility to work with changing priorities and processes
• Strong computer and software skills
• Able to operate independently and with the team
• Work flexible hours including evenings and weekends as required by event schedules
• Occasional travel required (up to 10%)