Meeting Planner

Overview

We seek a part-time Meeting Planner to become a key member of our expanding team. This role involves collaborating closely with Speaker Bureau Program Managers to coordinate pharmaceutical dinner meetings by handling venue sourcing, contracting, logistics, and execution. The position can demand up to 40 hours per week.

Key Responsibilities

• Promptly initiate outreach for meeting assignments received via our online program management system, within 24 hours.
• Take full ownership and management of each designated program, ensuring venue confirmation and adherence to compliance standards to deliver exceptional service.
• Identify, evaluate, and secure venue locations and logistics for assigned events.
• Examine venue service agreements carefully before contracting to verify compliance requirements are fulfilled.
• Select appropriate menus in line with budgetary constraints and compliance regulations.
• Coordinate audio-visual arrangements through the venue or third-party providers where necessary.
• Confirm all logistical components and finalize details ahead of program dates, including providing guaranteed attendance numbers and set counts.
• Maintain continuous communication with assigned program managers regarding program updates.
• Collect all venue receipts such as deposits, final charges, and cancellations; ensure accuracy and upload documentation into the portal.
• Monitor and log estimated costs for food and beverage, room rentals, and audiovisual equipment.
• Accurately record all program activities within the database.
• Maintain comprehensive records of all communications, correspondence, and financial documents, uploading them to the appropriate program in the database.
• Immediately notify the assigned program manager of any issues or concerns related to the programs.

Eligibility

This role is open for suitable candidates in the United States willing to work on-site on a part-time basis.