Meeting Planner

Cadence Communications & Research; Houston (TX); On-site; USD 60,000 - 80,000; Full time

Job summary

An innovative healthcare communications firm is seeking a dedicated Meeting Planner to enhance client interactions and ensure seamless project execution. In this full-time role, you will leverage your exceptional organizational and communication skills to manage various meeting projects, from planning to onsite execution. This position offers the opportunity to work in a dynamic environment where your contributions will directly impact client satisfaction and project success. If you thrive in a fast-paced setting and are passionate about delivering top-notch service, this is the perfect opportunity for you to grow your career and make a meaningful impact.

Benefits

Medical Insurance

Dental Insurance

401(k) Plan

Qualifications

• 3+ years of experience as a meeting planner or project manager.
• Strong organizational and multi-tasking skills are essential.

Responsibilities

• Provide superior client support and onsite management for meeting projects.
• Manage travel, lodging, and expenses for participants.

Skills

Customer Service

Time Management

Problem-Solving

Communication Skills

Detail Orientation

Multi-tasking

Organizational Skills

Education

Bachelor's Degree (preferred)

Tools

MS Word

MS Excel

MS PowerPoint

Cloud-based tools

Job description

Direct message the job poster from Cadence Communications & Research

Cadence Communications & Research is a healthcare communications and research firm focused on helping patients by supporting our clients through greater awareness, knowledge and understanding of their markets. We offer services in three critical areas: Medical Communications, Market Research and Market Access. Our innovative approach to project work leverages our capabilities across practice areas to drive efficiencies and deeper insights for all our clients.

We offer a fun environment with excellent benefits that include medical/dental insurance and 401(k). We work hard but enjoy our chosen careers and our company. If you are looking for a place where you can make a contribution, grow your career and be part of a team, please review the qualifications below.

Job Description:

This is a full-time position. The ideal candidate is an energetic, creative individual with a strong work ethic and high standards, who cares deeply about providing concierge-level customer service. Meeting Planners must work efficiently on several projects simultaneously, have strong time management skills and maintain enthusiasm in a constantly changing environment. Meeting Planners should have exemplary communication skills for extensive interactions with clients, team members, and vendors. Candidates must exercise careful attention to detail, particularly in planning and reconciling project budgets and other financial records for accounting and compliance.

A Meeting Planner must be able to anticipate project needs, discern work priorities, meet deadlines, and be willing to work occasional evenings and weekends. This position would require 25% travel, which would primarily occur over weekends. Experience in Medical Meetings is preferred. Candidates in Central and Eastern Time Zones preferred.

Primary Responsibilities:

• Provide superior client support and onsite management for all assigned meeting projects (advisory boards, KOL conference one-on-one engagements, steering committee meetings, speaker trainings etc.)
• Provide excellence in planning meetings (pre-planning, onsite execution and post meeting wrap-up)
• Manage travel, lodging, and expenses for participants traveling to meetings
• Manage technology vendor for virtual projects
• Assist in financial management including budget creation, monitoring revenue/expenses for assigned projects and timely/accurate reporting
• Schedule and lead conference calls with clients for project updates
• Act as liaison to expert physicians and high-level clients
• Develop task lists and timelines for projects to guarantee that timelines are met
• Produce program materials
• Research appropriate venues and negotiate contracts
• Perform general administrative work, such as creating and/or updating project documents
• Travel to programs and manage logistics onsite
• Responsible for post program budget reconciliations and aggregate spend reporting
• Adapt to changing client procedures and processes
• Develop and maintain solid relationships with clients and vendors
• Proactively seek out methods to improve self-performance and efficiency of operation tasks
• Travel domestically and internationally, and work overtime as needed

Qualifications:

• Minimum of 3 years experience as a meeting planner or project manager
• Experience with healthcare and KOL management meetings preferred
• Proven proactive problem-solving skills
• Proficient in MS Word, Excel and PowerPoint
• Proficiency using current digital technology, including mobile computing, cloud-based tools, Microsoft Office, and mail merges; general internet search proficiency.
• Extremely detail-oriented and organized with strong multi-tasking skills
• Team-oriented, positive attitude is essential
• Capable of making solid and quick judgment calls in a crisis
• Strong organizational, multi-tasking, and time management skills
• Proven self-starter with initiative and follow-through
• Ability to prioritize and schedule tasks in fast-paced environment
• Strong interpersonal and communication skills, both verbal and written
• Available to travel to live events (on average 25% including weekends)
• Ability to work directly with clients in a responsible, appropriate and service oriented way
• Experience at working both independently and in a team-oriented, collaborative environment

Seniority level

Mid-Senior level

Employment type

Full-time

Job function

Project Management

Industries

Pharmaceutical Manufacturing, Public Relations and Communications Services, and Hospitals and Health Care