Meeting Planner I / Contract Specialist

maritz; East Hanover (NJ); Hybrid; USD 60,000 - 80,000; Full time

Job summary

Maritz in East Hanover, NJ is seeking a Meeting Event Manager I to serve as client liaison and project leader for small meetings and ad hoc engagements across face-to-face, digital, or hybrid formats. This role has a strong emphasis on HCP contracting and client management.

The candidate will manage the overall coordination, planning, and execution of programs, handling planning and logistics while delivering unparalleled levels of customer service and stakeholder management.

Qualifications

• Bachelor degree or equivalent experience required.
• 2-4 years of experience in event or meeting management including budget maintenance and HCP or Pharma experience desired.
• Prior experience in developing and maintaining key client and supplier relationships desired.
• Excellent computer skills, knowledge of Microsoft Office tools and Cvent & ability to learn new technology quickly.
• Prior experience in effectively handling multiple projects/demands.
• Ability to travel approximately 30% (approximately once per quarter).
• Ability to co-locate on client's campus 2 days/week in East Hanover, NJ if hybrid.

Responsibilities

• 40% Contract Management: Initiates and executes supply agreements & contract creation process through use of the Contract Lifecycle Management System (CLMS). Minimize exposure to contractual risks in external relationships. Provides regular status updates to management and escalates unresolved issues for resolution.
• 20% Project & Logistics Management: Manages overall project timeline and deliverables including client expectations, business objectives, and people impressions. Coordinates food and beverage, transportation, hotels, air, and staffing as needed.
• 15% Relationship Management: Day-to-day client contact and works closely with client to ensure objectives are executed. Maintains proactive, positive, open line of communication with client to ensure understanding of expectations and client satisfaction.
• 15% Financial Management: Responsible for capturing and updating business management systems with accurate financial information as needed. Manages overall program budget, reviews and audits all program related billing for accuracy. Tracks and reports expenses to clients and communicates changes to them on a consistent basis. May initiate and reconcile supplier payments.
• 10% Process Management: Utilizes business program/event management systems to manage project from intake through final bill completion. Creates SOWs, budgets, and maintains client and business proprietary systems. Works with accounting to complete final bill, reviews final billing prior to final invoicing to client. Maintains accurate records, system input, and complete file management as outlined in applicable policies and procedures. Works on special projects as assigned.

Skills

Contract management

Project management

Client relationship management

Budget management

Cvent

Microsoft Office

Communication skills

Education

Bachelor's degree or equivalent

Tools

CLMS (Contract Lifecycle Management System)

Job description

Where Human Connection Fuels Possibility

At Maritz, decades of innovation and perseverance have built more than just a strong reputation - they've shaped a culture where human connection and collaboration are at the heart of everything we do.

Joining Maritz means becoming part of a workplace grounded in a critical truth; people and their potential is our greatest resource.

Maritz helps companies achieve their business goals by inspiring people to perform their best. We design experiences, incentives, and recognition programs that spark action and deliver measurable impact.

And we've brought this human-first design inward - intentionally building teams that care for each other and collaborate powerfully. In our most recent employee survey, nearly 90% of respondents said that their managers care about their concerns and 82% said they feel genuinely appreciated. We know that when employees feel seen, supported, and celebrated for who they are, they thrive and so does our business.

That's why we've created a flexible, environment that empowers you to do your best work without sacrificing what matters most to you. In fact, in that same survey, nearly 90% of respondents said they have the flexibility they need to balance work and personal life and nearly 80% said Maritz does a great job prioritizing employee well being.

We have a passion for excellence and genuine care for the people making it possible.

The Meeting Event Manager I

is the client liaison and project leader for assigned small meetings and ad hoc contract engagements in either face-to-face, digital, or hybrid formats. This role has a strong emphasis on HCP contracting and client management.

This individual will manage the overall coordination, planning, and execution of programs and are responsible for planning and logistics while providing unparalleled levels of customer service and stakeholder management.

*** Please Read ***: This is a hybrid position (Tuesday & Thursdays on site) on campus for candidates located within 50 miles of the East Hanover, NJ location (preferred) - For candidates that are non-local, virtual accommodations will be considered.

Primary Responsibilities

• 40% Contract Management: Initiates and executes supply agreements & contract creation process through use of the Contract Lifecycle Management System (CLMS). Minimizes exposure to contractual risks in external relationships. Provides regular status updates to management and escalates unresolved issues for resolution.
• 20% Project & Logistics Management: Manages overall project timeline and deliverables including client expectations, business objectives, and people impressions. Coordinates food and beverage, transportation, hotels, air, and staffing as needed. Responsible for understanding and communicating established Health Care Professional (HCP) Meeting guidelines to the meeting stakeholder, as well as to the HCP.
• 15% Relationship Management: Day-to-day client contact and works closely with client to ensure objectives are executed. Maintains proactive, positive, open line of communication with client to ensure understanding of expectations and client satisfaction.
• 15% Financial Management: Responsible for capturing and updating business management systems with accurate financial information as needed. Manages overall program budget, reviews and audits all program related billing for accuracy. Tracks and reports expenses to clients and communicates changes to them on a consistent basis. May initiate and reconcile supplier payments.
• 10% Process Management: Utilizes business program/event management systems to manage project from intake through final bill completion. Creates SOWs, budgets, and maintains client and business proprietary systems. Works with accounting to complete final bill, reviews final billing prior to final invoicing to client. Maintains accurate records, system input, and complete file management as outlined in applicable policies and procedures. Works on special projects as assigned.

Qualifications

• Bachelor degree or equivalent experience required.
• 2-4 years of experience in event or meeting management including budget maintenance and HCP or Pharma experience desired.
• Prior experience in developing and maintaining key client and supplier relationships desired.Excellent computer skills, knowledge of Microsoft Office tools and Cvent & ability to learn new technology quickly.
• Prior experience in effectively handling multiple projects/demands.
• Ability to travel approximately 30% (approximately once per quarter)
• Ability to co-locate on client's campus 2 days/week in East Hanover, NJ if hybrid.

DISCLAIMER: This job description is designed to indicate the general nature and level of work performed by associates within this classification. It is not designed to confirm or be interpreted as a comprehensive summary of all duties, responsibilities and qualifications required of associates assigned to this job.

Maritz offers a comprehensive bene