Senior Meeting Planner

The HWP Group (Health & Wellness Partners, LLC); United States; Hybrid; USD 60,000 - 73,000; Full time

Benefits offered by this job

Insurance (medical, dental, vision)

401k with employer match

Profit sharing

Generous PTO

On-site gym

Casual attire

Leadership development programs

Remote and hybrid work options

Job summary

Health & Wellness Partners, LLC (HWP) is seeking a Senior Meeting Planner to manage and execute all arrangements for assigned virtual and in-person speaker programs in accordance with client and HWP requirements.

We offer a comprehensive benefits package and flexible remote/hybrid options. The Senior Meeting Planner will coordinate venues, speakers, travel, and logistics to deliver high-quality programs that meet client expectations and regulatory standards.

Qualifications

• 3–5 years of meeting planning experience.
• Pharmaceutical meeting planning/speaker bureau experience preferred.
• Willingness to work across multiple time zones.
• Strong interpersonal and stakeholder management skills.
• Excellent organizational skills and attention to detail.
• Familiarity with Zoom and Microsoft Teams.
• Knowledge of Veeva Events is desirable.

Responsibilities

• Serve as liaison between client sales, contracted speakers, and vendors.
• Research and select compliant meeting venues.
• Identify, contact, and secure contracted speakers.
• Coordinate end-to-end meeting logistics (venue, AV, travel, lodging).
• Develop program materials and communications.
• Maintain program documentation and data entry.
• Reconcile expenses with estimates and manage invoices.
• Ensure programs align with SLAs and requirements.

Skills

Meeting planning

Interpersonal skills

Organizational skills

Time zone coordination

Tools

Zoom

Microsoft Teams

Veeva Events

Job description

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, visit thehwpgroup.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.