Senior Meeting Planner

• Meeting and Event Planning
  • 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
• Vendor Management
  • 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
• Logistics Management
  • Manage meeting recruitment and registration
  • Ensure consulting agreements and W9s are signed and fully executed prior to 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
• Budget Management
  • May develop and manage event budgets including cost estimation, tracking, and reporting
  • Monitor expenses throughout the planning process to ensure adherence to budget
  • Identify opportunities for cost savings and negotiate favorable pricing with vendors
• Communication and Documentation
  • Serve as main point of contact for participants, address inquiries, provide information, and manage registrations
  • Prepare and distribute event-related materials, such as invitations, agendas, and presentations
  • Maintain accurate records including attendee lists, expenses, and post-event evaluations
• Onsite Event Management
  • 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
• Post-Event Evaluation
  • 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
• Post-Meeting Payments, Reconciliation, and Reporting
  • 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
• Other duties as assigned 

• 6+ years of meeting planning, event management, or related experience
• PhRMA meeting planning experience required
• Event management software and online registration platforms (e.g. Cvent) experience is required
• Strong organizational and project management skills
• Manage multiple priorities and meet deadlines
• 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%) 

• Bachelor’s degree in event management, hospitality, business administration or related field preferred

Find out more about how amazing it is to work at Simulations Plus by visiting www.simulations-plus.com/career-center and apply today!