Meeting Planner

Citrus Health Group; United States; On-site; USD 65,000 - 95,000; Full time

Job summary

Citrus Health Group seeks a mid-level Meeting Planner to join the Meeting Services team. You will manage logistical components for medical communication programs, including investigator meetings, advisory boards, and symposia, with autonomy and accountability.

The role requires experience in client-facing roles, budget management, contract negotiations, and vendor coordination, plus willingness to travel on-site and adhere to SOPs. Salary ranges from $65,000 to $95,000 per year.

Qualifications

• Bachelor's degree in Business, Hospitality, Communications, or related field.
• 2+ years of industry-specific meeting planning experience preferred.
• Hotel, restaurant, and travel logistics knowledge; international experience preferred.
• Proficiency in Cvent and MS Office with advanced Excel.

Responsibilities

• Manage all logistical elements of programs: site research, invitations, confirmations, travel, production, database management, and on-site coordination (travel required).
• Oversee attendee registration, communications, reporting, and on-site desk operations.
• Adhere to SOPs to ensure consistency and accuracy.
• Develop status updates for management and clients aligned with timelines.
• Act as client-facing liaison delivering updates and recommendations for satisfaction and success.
• Oversee scope changes and budget management for programs.
• Research and assess hotels, restaurants, and travel options; issue RFPs and prepare availability reports.
• Manage program budgeting and cost projections.
• Develop professional communications for clients, attendees, hotels, and partners.
• Coordinate travel for presenters/attendees with travel agencies, airlines, and venues.
• Oversee menu compilation, AV recommendations, and contracts/payments.
• Develop and manage meeting materials; travel on-site to support coordination.
• Closeout programs with reconciliations and post-meeting reports.
• Ensure Sunshine Act/PhRMA compliance and audit-ready documentation.

Skills

Client facing

Budget management

Contract negotiations

Vendor coordination

Independent worker

SOP adherence

Travel on-site

Communication skills

Attention to detail

Education

Bachelor's degree

Related field

Tools

Cvent

MS Office

Excel

Job description

Citrus Health Group is a new type of agency that brings an empathetic patient focus to the new product commercialization process. Citrus creates hand-picked teams that provide clients with scientific, clinical, pharmacologic, evidence-generation, pricing and reimbursement, market access, affordability, and patient support expertise and experience in their time of need. Client teams are built with talented experts who function as a fluid, agile, and highly energized team.

We are passionate about science; our focus is to effectively communicate science in compelling and engaging ways to drive true value and enable patients to gain access to new medicines. We do so with the highest level of integrity and respect for the ethical nature of our business.

We invite you to join our talented team of dedicated professionals, working closely together to provide the services our clients need, at the time they need them. We are driven by one word, RESPECT. We respect each other, we respect our clients, and we respect the professionals we work with on behalf of our clients. We value every team member and strive for an inclusive and collaborative culture that fosters the best in everyone.

About the Opportunity

We are seeking a mid-level Meeting Planner to join our Meeting Services team. The ideal candidate will have experience in client-facing roles, budget management, contract negotiations, and vendor coordination, with the ability to work independently while following company planning SOPs. This role involves managing all logistical components of medical communication programming, including investigator meetings, advisory boards, symposia, congress activities, and web-based teleconferences-and requires a high level of autonomy and accountability for successful program execution.

Responsibilities

• Manage all logistical elements of each program, including site research, invitation development, confirmations, travel, production, database management, BEO development, on-site coordination, and reporting. Travel required for on-site coordination.
• Oversee attendee registration process, including database management, participant communications, reporting, and onsite registration desk operations.
• Adhere to company planning SOPs to ensure consistency and accuracy.
• Develop and communicate detailed status updates to management and clients, ensuring alignment with project timelines and expectations.
• Act as the meetings department client-facing liaison for assigned programs, delivering proactive updates and recommendations to ensure satisfaction and program success.
• Oversee project logistics scope, identifying and processing scope changes as needed.
• Research and assess hotel, restaurant, and travel options, including:

- Developing and disseminating RFPs

- Assessing and developing availability reports to determine appropriate venue options

• Manage program budgeting and cost projections.
• Develop clear, concise, professional, and accurate communications for clients, attendees, hotels, travel partners, and other internal and external stakeholders.
• Manage travel and accommodations for presenters and attendees with approved travel agencies, airlines, ground transportation companies, hotels, and venues.
• Oversee menu compilation ensuring balance and accommodating various dietary needs within budget.
• Provide recommendations for effective and budget-conscious audiovisual.
• Process restaurant, hotel, and catering contracts/payment documentation.
• Develop and/or manage the development and production of all meeting materials.
• Travel to and facilitate on-site meeting coordination, managing all program requirements and events, including attendee support, audiovisual, transportation, food and beverage, onsite staff, etc.
• Manage the full program closeout process, including reconciliation of program costs, updating budgets, ensuring all documentation is complete, and truing up with the reconciliation period.
• Develop accurate post-meeting reports for reconciliations.
• Provide final approval on all deliverables to ensure strategic objectives are met and project details are accurate.
• Ensure compliance with Sunshine Act reporting, PhRMA Code, client-specific business rules, and EX US country-specific compliance requirements. Maintain audit-ready documentation for all live meetings.
• Support Citrus’s management standards by promoting a culture of respect, professionalism, and accountability. Team members are expected to work collaboratively across departments, demonstrate mutual support, and maintain a positive, solutions-focused approach.

Qualifications

• Bachelor’s degree in Business, Hospitality, Communications, or related field preferred; and 2+ years of industry-specific meeting planning experience preferred.
• Hotel, restaurant, and travel logistics knowledge, international experience preferred.
• Proficiency in Cvent and MS Office with advanced skills in Excel.
• Proven meeting coordination experience focusing on client relationships, budgeting, and vendor management.
• Ability to work independently, follow company SOPs, and manage multiple programs with minimal supervision.
• Ability to travel onsite as needed (>25%) with potential for travel over weekends and extended periods up to one week.
• Position requires occasional nonstandard work hours in accordance with project needs, deadlines, deliverables, and urgent client needs.
• Strong understanding of project management, budgeting, and financial processes involved in meeting logistics.
• Must be comfortable negotiating and managing ambiguity while working on multiple meetings simultaneously.
• High level of integrity, confidentiality, and accountability.
• Ability to prioritize tasks and manage time effectively to meet deadlines.
• Exceptional communication skills, both written and verbal, for effective collaboration with vendors, clients, and internal teams.
• Excellent attention to detail and accuracy in data entry and record-keeping.

The estimated salary for this position and similar roles Citrus may consider for applicants ranges from $65,000 to $95,000 per year. This is the approximate pay range that Citrus anticipates it will pay for this and similar positions at the time of this posting. Citrus is committed to offering fair and competitive pay for all employees; consistent with applicable law, final compensation will be determined based on the applicant's skills, qualifications, and experience, along with the position's requirements. Citrus reserves the right to modify this pay range at any time.

Citrus Health Group is an equal employment opportunity employer and does not discriminate against any applicant because of race, creed, color, age, national origin, ancestry, religion, gender, sexual orientation, gender expression and identity, disability, genetic information, veteran status, military status, application for military service, or any other class protected by state or federal law.