Meeting Manager

Health And Wellness Partners; Upper Saddle River (NJ); Hybrid; USD 70,000 - 85,000; Full time

Benefits offered by this job

Medical, dental, vision benefits

401k with employer matching

Generous PTO and holidays

On-site gym

Employee Assistance Program

Remote/hybrid work options

Job summary

Health And Wellness Partners, LLC (HWP) is seeking a Meeting Manager to join our Meeting & Events Operations team. The role independently plans and executes smaller meetings and projects while supporting larger programs, coordinating logistics, budgets, compliance, and client communication.

You will manage venue selection, contracts, room blocks, vendors, travel, registration, AV, and onsite staffing, with strong attention to deadlines and client expectations. Remote/hybrid options available.

Qualifications

• Experience planning and executing meetings and events.
• Knowledge of venue sourcing, hotel contracts, food and beverage, audiovisual, travel, registration, vendors, and onsite operations.
• Ability to independently manage standard virtual meetings, including platform setup, materials, tech checks, and troubleshooting.
• Experience developing and managing budgets, negotiating costs, and tracking hours.

Responsibilities

• Independently plan and execute meetings and events.
• Own assigned workstreams for larger programs, including congresses and symposiums.
• Manage venue selection, hotel contracts, room blocks, and vendors; oversee travel and AV.
• Lead onsite execution for events and post‑meeting reconciliation.
• Support end‑to‑end virtual meeting execution and platform setup.

Skills

Meeting logistics

Budget management

Vendor coordination

Client service

Communication

Travel coordination

Tools

Cvent

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Meeting Manager

FullTime Administration

8 days ago Requisition ID: 1083

Why Join the HWP Group?

Health & Wellness Partners, LLC (HWP), is a medical and scientific communications agency that collaborates with life science industry stakeholders to develop award-winning solutions that advance patient care and transforms scientific content into compelling live and virtual user experiences through digital platforms, congress engagement, and more. We bring clients, providers, and patients outstanding educational programming paired with innovative digital and interactive dissemination vehicles.

We are committed to making a difference in health care and in the lives of our team members. We aim to provide every employee with a job they love in a culture focused on career growth, well-being, and community outreach. We have been recognized as both an MM+M Best Place to Work and an Inc. Best Workplace.

We’re looking to add a Meeting Manager to our Meeting & Events Operations team. The Meeting Manager independently plans and executes smaller, less complex meetings and projects while supporting programs of greater complexity. The Meeting Manager owns assigned programs and workstreams, coordinating logistics, onsite and virtual execution, budgets, compliance requirements, and communication with clients and cross‑functional partners, with guidance available as needed.

What You’ll Do

The Manager is accountable to the AVP, Meeting & Events Operations, and is responsible for planning and executing assigned meetings and events, managing logistics and budgets, and delivering programs in accordance with client expectations, compliance requirements, and HWP service standards. In addition, this role will:

• Independently plan and execute smaller meetings and events, including advisory boards, editorial boards, product theaters, KOL 1:1 meetings, and virtual programs
• Own assigned workstreams for larger and more complex programs, including congresses, speaker trainings, convention management, and symposia, coordinating activities through completion
• Manage venue selection, hotel contracts, room blocks, meeting space, vendors, travel, registration, audiovisual, ground transportation, and other event logistics
• Lead onsite execution for smaller programs and support larger programs, overseeing event setup, vendors, travel, meals, AV, and onsite staff
• Manage end-to-end virtual meeting execution, including platform setup, meeting flow, engagement tools, moderator support, and real‑time troubleshooting
• Partner with Account Services and clients on planning and status calls, providing clear updates, recommendations, and next steps
• Develop and manage budgets for assigned programs, negotiate within established parameters, identify cost‑saving opportunities, and communicate budget changes as needed
• Apply client and industry compliance requirements, including transfer‑of‑value guidelines, meal caps, and onsite spending parameters
• Complete post‑meeting reconciliation, aggregate spend reporting, closeout documentation, and billing support for assigned programs

What You’ll Have

• Experience planning and executing meetings and events with moderate independence, including supporting more complex programs such as congresses and product theaters
• Working knowledge of meeting logistics, including venue sourcing, hotel contracts, food and beverage, audiovisual, travel, registration, vendors, and onsite operations
• Ability to independently manage standard virtual meetings, including platform setup, meeting materials, technology checks, and routine troubleshooting
• Working knowledge of meeting compliance requirements, including transfer‑of‑value guidelines, client meal caps, aggregate spend reporting, and onsite spending
• Experience developing and managing budgets, negotiating within defined parameters, and tracking costs and hours
• Experience with Cvent and other meeting and event management systems, including running and reviewing reports
• Strong organization, communication, client‑service, problem‑solving, and relationship‑management skills, with the ability to manage multiple priorities and follow through
• Sound judgment, adaptability, and a growth mindset, with the ability to anticipate needs, resolve issues, escalates when appropriate, and take on increasingly complex programs
• Ability to travel and support or lead onsite execution as needed

What We Offer

• Immediate eligibility for all benefits, including medical, dental, vision, group term life, short‑term and long‑term disability
• Benefits 100% company paid
• 401k plan employer matching contributions
• Eligibility for company sponsored incentive plans
• Generous PTO, including a week off in December for the holidays
• On‑site gym and other employee wellness initiatives
• Employee Assistance Program
• Comp pay or comp time for onsite weekend work
• Availability of cell‑phone stipends, based on business need
• Leadership development training program and other career development programs
• Remote and hybrid work schedule options
• Office locations in Upper Saddle River NJ (HQ), Red Bank NJ, and San Diego CA
• Salary range: $70,000 – $85,000 annually. Note: Actual salary will depend on background and experience.

M/F/D/V

Please note, we will only respond to candidates we deem qualified