Description

The Senior Meeting Planner is responsible for managing all logistics to the high standards of the department to include sourcing and contracting, food and beverage, room set up, rooming list, audiovisual, ground transportation and on-site support for mid-to large-scale medical, pharmaceutical, association congresses, conferences, and meetings from start to finish.

•       Congress Planning, domestic and international; lead end-to-end planning and execution of Pharmaceutical congresses, conferences, advisory boards, and corporate meetings.
•       Manage meeting timelines, project plans, budgets and deliverables.
•       Research and secure accommodations & dining reservations for external and internal clients as needed to be utilized throughout the Congress.
  •         Research venues offsite for receptions during congress based on client needs and budget.
  •         Oversee hotel room blocks, food and beverage, audiovisual, transportation, and registration logistics.
  •         Develop meeting specifications and communicate requirements to vendors and venues, if needed
  •         Work with convention center on ordering food, beverages, AV, and shipping.
•       Proven record of independent execution of the below responsibilities and the ability to successfully train and coach others with varying levels of experience in Meeting Planner roles.
•       Responsible for leading and/or supporting the planning and execution of multiple key events.
•       When necessary, conduct site searches, contract review and negotiation.
•       Manage, prioritize, and oversee events for all logistics/vendors, including venue/hotel, food and beverage, audiovisual, room set up, rooming list, décor, entertainment, activities, VIP arrangements, trip directors, ground transportation, budget, and method of payment for meetings, live or virtual, from creative concept and development through initial briefing to reconciliation.
•       Provide virtual meeting and event planning support and have experience in virtual event management platforms (Zoom specifically). Educate Account team and client on available virtual platforms, including pros and cons of each.
•       Work with the team to ensure adherence to client standards and all deliverables are met.
•       Responsible for management of budget and reconciliation of events.
•       Cultivate and maintain relationships with clients and suppliers.
•       Negotiate and review supplier contracts and addendums for accuracy.
•       Maximize and monitor opportunities for increasing value adds, savings, and cost efficiencies.
•       Field questions and offer advice to clients to assist with creative problem solving.
•       Provide support for other team members as required.
•       Negotiate costs with vendors to ensure that the meeting is managed and planned within allocated budget.
•       Proactively be the “expert in charge” for all logistical responsibilities. Make recommendations and suggestions to enhance value to both Account team and end user client.
•       Hire qualified Trip Directors to work on-site, as needed.
•       Monitor DPS (Deposit Payment Schedule) for all vendors associated w/assigned projects.
•       Create/customize documents containing basic information and prepare for mailing to all attendees according to necessary timelines.
• Work with the travel company and ground transportation company to coordinate meeting attendees’ 

Requirements

•       Exceptional organizational and multitasking abilities 
•       Ability to multitask/plan numerous complex meetings simultaneously
•       Strong negotiation and budgeting skills.
•       Ability to work under pressure and manage tight deadlines. 
•       Strong leadership and problem-solving capabilities.
•       Attention to detail and customer-service mindset.
•       Excellent customer service skills.
•       Must possess excellent oral and written skills and have good communication.
•        Bachelor’s degree required.
•       Preferably 5- to 7-years’ planning experience, management experience
•       c-vent experience
•       Pharmaceutical experience is preferred but not required.
•       Ability to work flexible schedules and/or extended hours to meet clients’ business needs, 35% travel required.
•       Proficiency with all Microsoft Office applications.
•       Experience with Zoom preferred.
•       A team-oriented, positive attitude is essential.
•       Capable of making solid and quick judgement calls under pressure.