Senior Meeting Planner (live meeting/pharma agency exp required)

About the role

EVERSANA INTOUCH® is a global, full-service marketing agency network serving the life sciences industry, and is the first – and only – agency network to be part of a fully integrated commercialization platform through EVERSANA®. We provide next-generation creative and media services, enterprise solutions and data analytics services for clients. We get fired up when people talk about getting—and staying—healthy. That’s where we find our inspiration: in the very human experiences of patients, doctors, and even each other. Then, we collaborate on ways to make caring for one’s health more achievable, connecting patients and physicians with the information and tools they need. We embrace diversity in backgrounds and experiences. Improving patient lives around the world is a priority, and we need people from all backgrounds and swaths of life to help build the future of the healthcare and the life sciences industry. We believe our people make all the difference in cultivating an inclusive culture that embraces our cultural beliefs.

Responsibilities

• Independently plan and execute small (under 50 attendees) meetings and events.
• Update internal systems in a timely manner and communicate program details to all necessary internal departments.
• Perform on-site management and travel as required.
• Independently coordinate all program logistics for both live and virtual events, including venue/site selection, contract negotiations, travel, food and beverage, meeting room set-up, virtual platform management and audio‑visual coordination, rooming lists, and ancillary vendors (e.g., entertainment, activities, décor, photographer).
• Responsible for audience generation (recruitment) and attendee data management, including post‑meeting compliance Sunshine Act reporting.
• Process and manage healthcare professional payments and vendor invoices.
• Track and prepare accurate attendee spend reports to comply with Sunshine Act guidelines.
• Review and reconcile final invoices and pass‑through cost reconciliation within mandated timelines.
• Update templates and meeting materials containing program information and coordinate distribution to all targeted attendees according to timelines and client standards.
• Coordinate outsourced ground transportation arrangements for attendees, faculty, client, and staff and update and manage an accurate Arrival and Departure manifest.
• Work with internal departments to ensure timely coordination and appropriate planning.
• Maintain ongoing dialogue with manager and project team throughout life of the program to evaluate progress and respond to any changes in the scope of the program.
• Maintain and/or exceed minimum billable utilization percentages for position level.
• Required to be available to work outside the company’s standard work hours, including evenings and weekends.
• Maintain flexibility and teamwork in a fast‑paced, demanding work environment.
• Adhere to and be aware of PhRMA, FDA, OIG, ACCME, and ADA guidelines.