Event Planner MedForce

Position Overview

MedForce an IQVIA business provides best-in-class medical communication services to help life sciences companies connect with HCPs and improve lives. Our services span the entire product life cycle for our clients in the pharmaceutical and medical device industry. We are currently seeking an Event Planner to join our remote team.

The Event Planner is responsible for the logistical execution of pharmaceutical programs and will work directly with the Meetings & Events Team on developing and executing strategic marketing and medical educational/training programs for our clients. The individual in this position must be detail oriented show a high level of professionalism and customer service with an attitude of ownership for program success and client satisfaction.

This position will report to the Director of Meetings & Events and will work with the Meetings & Events Team to help build and execute the logistical aspects of the programs from start to finish. The position focuses on supporting meeting planning activities under the direction of senior team members. Exposure to vendor management venue and travel booking healthcare professional communications and budget reconciliation within the pharmaceutical industry is beneficial but not essential.

Primary Responsibilities:

• Support the Meeting Managers in execution of full-service pharmaceutical medical education programs and conference-related events from inception to completion through reconciliation while ensuring logistical compliance.

PRE-MEETING

• Support the planning of different types of pharmaceutical medical educational programs including:
  • Large scale programs such as Speaker Trainings Product Theatres Symposiums Customer Receptions/Dinners
  • Small to mid-size programs such as Advisory Boards KOL/HCP Engagements local trainings
  • 1:1 Consulting Meetings and HCP meals at large medical conventions
• Work with Meeting Managers on brand management to coordinate delivery of branded materials and signage

• Source Venues: Research and Negotiate hotel venues meeting space and guest rooms restaurant venues
• Collaborate with IT/ web developers to customize registration websites & electronic communications
• HCP and Client Communications:
  • Draft and send approved Save the Date/Invites and Confirmations in collaboration with internal and external stakeholders
  • Manage Registration via event registration platforms (ie CVENT or proprietary platform)
  • Assist in arranging travel for HCPs: air ground transportation and hotel rooms

• Merge Print and Deliver on-site materials: Welcome Packs Name Badges Tent Cards Misc. handouts Agendas etc.
• Select menus and ensure all meals are within client compliance policies
• Adhere to program budget guidelines
• Manage and coordinate distrubtion of Meetings & Events Team shared meeting material resources

ON-SITE SUPPORT

• Travel to meeting locations and assist team with meeting setup attendee registration/check-in

POST MEETING:

• Support Meeting Manager with financial reconciliation of the program to ensure it meets client compliance policies.
• Verify final attendee list and cross reference for accuracy

• Process attendee honoraria payment and out of pocket expenses
• Review MedForce onsite team expenses

Qualifications & Software/Technology

• High school diploma or equivalent combination of education and/or work experience required.
• Well-developed skills in prioritizing organizing decision making time management and verbal/written communication
• On-site event coordination & vendor management experience including third party vendors
• Experience working with hotels DMCs and transportation companies
• Microsoft Office Suite Excel Word Power point Outlook
• Experience in industry specific software such as; Adobe Sign CVENT and Virtual Meeting Platforms
• Willingness to work within an environment that includes biohazard materials and complete the required training
• Hybrid role requiring onsite presence at the Red Bank office 23 days per week with flexibility for additional onsite needs

Travel Requirements

• Travel required; approximately 25% percent (occasionally on weekends). Could be 1-2 times per month or more depending on program demands and seasonality.
  

Please Note: In order to be eligible for this remote position you must reside within the country where the role is posted.

IQVIA is a leading global provider of clinical research services commercial insights and healthcare intelligence to the life sciences and healthcare industries. We create intelligent connections to accelerate the development and commercialization of innovative medical treatments to help improve patient outcomes and population health worldwide. Learn more at

IQVIA is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin disability status as a protected veteran or any other status protected by applicable law. is committed to integrity in our hiring process and maintains a zero tolerance policy for candidate fraud. All information and credentials submitted in your application must be truthful and complete. Any false statements misrepresentations or material omissions during the recruitment process will result in immediate disqualification of your application or termination of employment if discovered later in accordance with applicable law. We appreciate your honesty and professionalism.