Medical Event Operations Specialist

Planet Pharma; Austin (TX); On-site; USD 56,000 - 62,000; Full time

Job summary

A leading company in the medical sector is seeking an experienced Meeting Planner to oversee all aspects of event planning for Medical Education programs. The role involves managing logistics, budgeting, and ensuring compliance while providing high-quality customer service. Ideal candidates should have strong organizational skills and experience in meeting planning, particularly in the medical industry.

Qualifications

• 2-4 years of experience in meeting planning and coordination, preferably in the medical industry.
• Strong interpersonal and communication skills.
• Ability to handle pressure and make quick, sound decisions.

Responsibilities

• Manage all aspects of event planning for Medical Education courses and Advisory Board Meetings.
• Prepare budgets and monitor expenditures for each meeting.
• Coordinate logistical support and direct meeting staff and vendors.

Skills

Time Management

Attention to Detail

Communication

Customer Service

Organizational Skills

Job description

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This position is responsible for all aspects of Meeting Planning for Medical Education programs from inception to completion and will act as a true business partner with Medical Education, and other internal functions to ensure delivery of high-quality, consistent customer experience.

This role manages production for the entire event cycle, including venue sourcing, contract negotiation, AV/production sourcing, ground transportation, F&B planning, event design, event management technology, attendee registration, onsite support, pre/post event evaluations, and program budget management and reconciliation.

The ideal candidate will have excellent time management, meet strict deadlines, possess keen attention to detail, strong written and verbal communication skills, and the ability to manage multiple tasks while maintaining high customer service standards.

Event Management Planning

1. Manage all aspects of event planning for Medical Education courses, Advisory Board Meetings, and Innovation Councils.
2. Prepare budgets and monitor expenditures for each meeting.
3. Coordinate logistical support and direct meeting staff, vendors, and hotel counterparts for pre-planning, onsite execution, and post-event activities, with meetings ranging from 40-100 attendees.
4. Conduct site selection, assist with city selection, create and send RFPs, review, and present proposals.
5. Build relationships with hotel and AV partners, staying attuned to industry trends and market conditions in top destinations across the region.
6. Ensure compliance with all applicable laws, codes of conduct, and regulations regarding interactions with HCPs.
7. Handle troubleshooting and resolve issues on event day.
8. Compile price lists and negotiate contracts for services, dates, times, and spaces.
9. Track and process all changes, updating hotel confirmations and cancellation information.
10. Provide reports such as rooming lists, participant lists, ground transportation, group air, arrival/departure details, food and beverage, translation services, etc.
11. Maintain knowledge of meeting planning policies, procedures, compliance, and business practices.
12. Oversee client experiences from conception through post-event review, managing on-site preparations, production, and breakdown to ensure high service quality.
13. Locate resources, visit sites, and lead pre-event meetings to assist staff in making event design decisions.

Reporting and Compliance

1. Manage Open Payment and other regulatory reporting for all activities.
2. Ensure adherence to business conduct policies, procedures, and local laws/regulations.
3. Maintain the highest standards of ethics and compliance.

Employees may be asked to perform other duties within the scope of the job and to work safely, considering health, safety, and environmental protection. Stay current and proactive on event planning, design, and production trends, and identify operational challenges early.

Requirements

• 2-4 years of experience in meeting planning and coordination, preferably in the medical industry.
• Domestic travel required 25%.
• Ability to understand customer priorities and leverage industry knowledge to achieve goals.
• Self-motivated, ready to face challenges, and capable of working under stress in a fast-paced environment.
• Ability to handle pressure and make quick, sound decisions.
• Flexibility for domestic or international travel as needed.
• Highly detail-oriented with a high degree of accuracy regarding event details.
• Strong interpersonal and communication skills.
• Prepared to work flexible hours.
• Excellent customer service, organizational, and time management skills with a proven ability to meet deadlines.

Pay Rate: $27-30/Hr. Salary will be commensurate with experience.