Senior Meeting Planner

Health And Wellness Partners; United States; Hybrid; USD 60,000 - 73,000; Full time

Benefits offered by this job

Health insurance

401k employer matching

Profit sharing

Paid time off

On-site gym

Casual dress code

Remote and hybrid options

Job summary

Health & Wellness Partners, LLC (HWP) is seeking a Senior Meeting Planner to manage and execute all arrangements for virtual and in-person speaker programs for nationwide clients. The role focuses on coordinating venues, speakers, logistics, and program materials to ensure successful events.

This position requires 3-5 years of meeting planning experience, strong collaboration with stakeholders, and the ability to accommodate multiple time zones and client needs.

Qualifications

• 3-5 years of meeting planning experience.
• Pharmaceutical meeting planning/Speaker Bureau experience preferred.
• Flexibility to work hours in different time zones for nationwide clients.
• Strong interpersonal skills and ability to interact effectively with internal and external stakeholders at all levels.
• Excellent organizational skills and keen attention to detail.
• Working knowledge of Zoom and Microsoft Teams for virtual program planning/setup and execution.
• Knowledge of Veeva Events is desirable.

Responsibilities

• Serve as the liaison between client sales representatives, contracted speakers, and vendors to ensure seamless program execution.
• Research, evaluate, and recommend compliant meeting venues that align with program requirements and client needs.
• Identify, contact, and secure contracted speakers, managing all related communications and logistics.
• Plan and coordinate end-to-end meeting logistics, including venue selection, audiovisual needs, speaker travel, lodging, and ground transportation.
• Develop, prepare, and distribute program materials, including invitations, confirmations, and other event communications.
• Maintain accurate and comprehensive program documentation, notes, and required data entry throughout the event lifecycle.
• Reconcile actual program expenses against estimates and ensure all required invoices and supporting documentation are complete and accurate.
• Maintain a thorough understanding of service level agreements (SLAs) and consistently ensure all programs are executed in accordance with established requirements.

Skills

Interpersonal skills

Organizational skills

Time zone flexibility

Tools

Zoom

Microsoft Teams

Veeva Events

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.

Senior Meeting Planner

FullTime Administration

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.

For more information, visitthehwpgroup.com.

What You Need to Know

We’re looking to add a Senior Meeting Planner to our Speaker Bureau Services team. The Senior Meeting Planner will be responsible for managing and executing all arrangements for assigned virtual and in-person speaker programs in accordance with client and HWP requirements.

What You’ll Do

• Serve as the liaison between client sales representatives, contracted speakers, and vendors to ensure seamless program execution
• Research, evaluate, and recommend compliant meeting venues that align with program requirements and client needs
• Identify, contact, and secure contracted speakers, managing all related communications and logistics
• Plan and coordinate end-to-end meeting logistics, including venue selection, audiovisual needs, speaker travel, lodging, and ground transportation
• Develop, prepare, and distribute program materials, including invitations, confirmations, and other event communications
• Maintain accurate and comprehensive program documentation, notes, and required data entry throughout the event lifecycle
• Reconcile actual program expenses against estimates and ensure all required invoices and supporting documentation are complete and accurate
• Maintain a thorough understanding of service level agreements (SLAs) and consistently ensure all programs are executed in accordance with established requirements

What You’ll Have

• 3-5 years of meeting planning experience
• Pharmaceutical meeting planning/speaker bureau experience is preferred
• Flexibility to work hours in different time zones for nationwide clients
• Strong interpersonal skills and ability to interact effectively with internal and external stakeholders at all levels
• Excellent organizational skills and keen attention to detail
• Working knowledge of Zoom and Microsoft ® Teams for virtual program planning/setup and execution
• Knowledge of Veeva Events is desirable

What We Offer

• 100% employer-paid medical, dental, and vision insurance
• 401k plan employer matching
• Eligibility for profit sharing
• Generous PTO, including a week off in December for the holidays
• On-site gym and other employee wellness initiatives
• Casual work attire
• Leadership development training program and other career development programs
• Remote and hybrid work schedule options
• Salary range: $60,000 – $73,000 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.