Meeting Planner I

Cadence Communications & Research; Illinois; Hybrid; USD 65,000 - 85,000; Full time

Benefits offered by this job

Medical/dental/vision benefits

401(k) company contributions

Flexible work culture

Job summary

A leading healthcare communications firm is looking for a full-time Project Manager/Meeting Planner to oversee meetings in the pharma and biotech sectors. This role requires at least 3 years of relevant experience, a detail-oriented approach, and excellent problem-solving skills. Responsibilities include managing logistics for on-site and virtual meetings, liaising with clients, and ensuring high service quality. The position offers strong benefits and remote work flexibility, with about 25% travel required.

Qualifications

• 3+ years of relevant experience in healthcare/pharma/biotech meetings.
• Experience with healthcare and KOL management meetings preferred.
• Self-starter who works well independently and collaboratively.

Responsibilities

• Provide superior client support and onsite management for all meetings.
• Act as liaison to expert physicians and high-level clients.
• Manage end-to-end logistics for meetings including venue selection and contract negotiation.

Skills

Attention to detail

Problem-solving orientation

Strong communication skills

Time management

Multitasking

Education

Bachelor’s degree in related field or equivalent work experience

Tools

Microsoft Office

Virtual platforms

Cloud tools

Job description

Join our growing team at Cadence Communications & Research – where great work, great people, and great purpose come together. Our culture is human centered and we have a low turnover rate.

About Us:

Cadence Communications & Research is a women-owned healthcare communications and market research firm that helps improve patient outcomes by supporting our clients in the biotech and pharmaceutical industries. We specialize in Medical Communications and Market Research, blending deep scientific expertise with smart operational execution to deliver powerful results.

What We’re Looking For:

We’re seeking a full-time, detail-oriented, high-energy Project Manager / Meeting Planner with experience in healthcare (pharma, biotech, or med comms). You’ll need a proven track record of running successful meetings and projects in fast-paced, high-stakes environments—and love doing it. You must enjoy being of service, value great work, and thrive in a tight-knit, supportive team. We love what we do, and we want someone who shares that passion. If you’re only experienced in weddings or social events, this won’t be the right fit. If you’re a job-hopper, same story. Experience in healthcare, pharma, or biotech is a MUST. Please don't apply if you haven't worked in these business categories or as a meeting planner.

• Fun, collaborative, and flexible work culture
• Remote work flexibility with about 25% travel (primarily on weekends) including domestic and international
• Strong benefits including medical/dental/vision and 401(k) company contributions

Responsibilities:

• Provide superior client support and onsite management for all assigned on-site/virtual meetings in a variety of formats (ad boards, KOL engagements, speaker trainings, etc.)
• Provide excellence in planning meetings (pre-planning, onsite execution and post meeting wrap-up)
• Act as liaison to expert physicians and high-level clients
• Handle end-to-end logistics including venue identification & selection, contract negotiation, travel, budgets, vendor coordination, and meeting materials
• Maintain high standards with strong client and vendor relationships at concierge-level service quality
• Manage technology vendor for virtual projects
• Develop task lists and timelines for projects to guarantee that timelines are met
• Lead project timelines, calls, and communications with internal and external stakeholders
• Manage post-meeting wrap-ups including budget reconciliations and compliance documentation
• Ensure careful accuracy and attention to detail in all work, including financials, reconciliations and compliance
• Adapt to changing client procedures and needs, maintaining strong relationships
• Proactively seek methods to continuously improve tasks and operational excellence

Requirements:

• Bachelor’s degree in related field preferred or equivalent work experience
• Must have 3+ years of relevant experience in healthcare/pharma/biotech meetings
• Positive attitude and problem solving orientation a must
• Exceptional attention to detail and follow-through
• Experience with healthcare and KOL management meetings strongly preferred
• Strong communication, time management, and multitasking skills
• Self-starter who works well independently and collaboratively
• Tech-savvy (Microsoft Office, virtual platforms, cloud tools, mail merges)
• Able to travel for live events (25% on ave) and work occasional evenings/weekends
• Must love being part of a high-performing, fun, and dedicated team
• Capable of making solid and quick judgment calls in a crisis
• Ability to prioritize and schedule tasks in fast-paced environment
• Skill working directly with clients in a responsible, appropriate and service oriented way

Pay range and compensation package

Strong benefits including medical/dental/vision, 401(k) company contributions, purpose-driven work, travel and growth opportunities in the healthcare space.

Equal Opportunity Statement

Cadence Communications & Research is committed to diversity and inclusivity.