Meeting Planner
Meeting Planner
Posted on :
11-04-2025
Employer Active
1 Vacancy
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Monthly Salary
Not Disclosed
Salary Not Disclosed
Vacancy
1 Vacancy
Posted on :
11-04-2025
Job Description
JOB DESCRIPTION
MEETING PLANNER
Medical Communications
Reports to: Accounts
The Meeting Planner is an important role in VitaminMD coordinating and executing successful events such as advisory boards investigator meetings symposia and other medical or pharmaceuticalrelated meetings This position requires a detailoriented and organized professional who can manage multiple projects simultaneously. The Meeting Planner will collaborate with crossfunctional teams including account managers finance and vendors to ensure seamless event logistics planning and delivery. Additionally the Meeting Planner embodies the agencys core values of commitment integrity and respect both in their work and in their relationships with their coworkers and external clients.
For U.S. Job Seekers it is the policy of CaCo to provide equal employment opportunities to all employees and applicants for employment without regard to race religion color ethnic origin gender gender identity age marital status veteran status sexual orientation disability or any other basis prohibited by applicable federal state or local law. EOE/AA/M/D/V/F.
MEETING PLANNER
Medical Communications
Reports to: Accounts
Job Summary
The Meeting Planner is an important role in VitaminMD coordinating and executing successful events such as advisory boards investigator meetings symposia and other medical or pharmaceuticalrelated meetings This position requires a detailoriented and organized professional who can manage multiple projects simultaneously. The Meeting Planner will collaborate with crossfunctional teams including account managers finance and vendors to ensure seamless event logistics planning and delivery. Additionally the Meeting Planner embodies the agencys core values of commitment integrity and respect both in their work and in their relationships with their coworkers and external clients.
Key Job Responsibilities (Duties may include but are not limited to all or some of the following)
- Serve as the primary liaison with clients speakers and vendors ensuring effective communication and seamless coordination.
- Research and recommend compliant meeting venues for inperson events ensuring alignment with industry regulations and client preferences.
- Coordinate all meeting logistics including venue arrangements audiovisual equipment speaker travel lodging and ground transportation.
- Generate and distribute all program materials including invitations confirmations and followup communications.
- Maintain comprehensive program notes track project progress and execute all required data entry in compliance with internal processes and client expectations.
- Reconcile actual costs against estimates providing detailed backup documentation and ensuring transparency in financial reporting.
- Monitor and ensure adherence to service level agreements (SLAs) meeting all outlined requirements and maintaining high service delivery standards.
- Collaborate with internal teams to align meeting logistics with strategic objectives and ensure the quality of the attendee experience.
- Ensure compliance with pharmaceutical industry regulations and guidelines such as the Sunshine Act and other applicable standards.
- Conduct postevent evaluations to gather feedback and implement improvements for future meetings.
- Travel to meetings extensively (including weekends) and be point person onsite
Job Qualifications (Skills/Requirements)
- Bachelors degree in event management hospitality communications or a related field.
- Experience in event planning is strongly preferred particularly in the healthcare or medical communications industry.
- Exceptional organizational and multitasking skills with a proven ability to manage multiple projects under tight deadlines.
- Strong interpersonal and communication skills with the ability to work effectively with internal and external stakeholders.
- Proficiency in relevant software tools including:
- Microsoft Suite (Word PowerPoint Excel Outlook).
- Familiarity with industry compliance requirements including the Sunshine Act and GDPR.
- High attention to detail problemsolving skills and the ability to adapt quickly to changing circumstances.
- Willingness to travel for onsite event as required.
- A proactive attitude flexibility and a willingness to go beyond the job description to support team and agency objectives.
- Willing to travel extensively including weekends
For U.S. Job Seekers it is the policy of CaCo to provide equal employment opportunities to all employees and applicants for employment without regard to race religion color ethnic origin gender gender identity age marital status veteran status sexual orientation disability or any other basis prohibited by applicable federal state or local law. EOE/AA/M/D/V/F.
Required Experience:
Senior IC
Employment Type
Full-Time
Key Skills
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