Senior Meeting Planner (live meeting/pharma agency exp required)

Eversana; New York (NY); Hybrid; USD 58,000 - 84,000; Full time

Job summary

EVERSANA INTOUCH is seeking a Senior Meeting Planner to independently plan and execute small meetings and events with up to 50 attendees, including on-site management and travel. You will coordinate logistics, manage venues, contracts, and vendors, and ensure compliance with Sunshine Act guidelines.

You will generate audience, manage payments and invoices, and work across internal teams to deliver high-quality programs in a fast-paced environment.

Qualifications

• Minimum 2-3 years meeting planning experience.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
• Experience with Cvent (online event registration management system).
• Experience with other web-based registration systems.
• Experience executing virtual meetings using Zoom, WebEx, Adobe Connect, On24, GoToMeeting.

Responsibilities

• Independently coordinate all program logistics for live and virtual meetings, including venue/site selection, contract negotiations, travel, food & beverage, meeting room setup, virtual platform management and AV coordination, rooming lists, and ancillary vendors.
• Responsible for audience generation (recruitment) and attendee data management, including Sunshine Act reporting.
• Process and manage healthcare professional payments and vendor invoices.
• Track and prepare attendee spend reports to comply with Sunshine Act guidelines.
• Review and reconcile final invoices and pass-through cost reconciliation within timelines.
• Coordinate outsourced ground transportation and manage arrival/departure manifests.
• Maintain ongoing dialogue with manager and project team throughout the program lifecycle.

Skills

Meeting planning

Microsoft Office

Negotiation

Multitasking

Independent work

Conflict resolution

Travel coordination

Tools

Cvent

Zoom

WebEx

Adobe Connect

On24

GoToMeeting

Other registration systems

Job description

• Full-time
• Department: Marketing Agency
• Job Family: Medical & Regulatory Affairs
• Compensation: USD 57,680 - USD 84,000 - yearly

Company Description

EVERSANA INTOUCH®is a global, full-service marketing agency network serving the life sciences industry, and is the first - and only - agency network to be part of a fully integrated commercialization platform through EVERSANA®. We provide next-generation creative and media services, enterprise solutions and data analytics services for clients.

We get fired up when people talk about getting-and staying-and healthy. That's where we find our inspiration: in the very human experiences of patients, doctors, and even each other. Then, we collaborate on ways to make caring for one's health more achievable, connecting patients and physicians with the information and tools they need.

We embrace diversity in backgrounds and experiences. Improving patient lives around the world is a priority, and we need people from all backgrounds and swaths of life to help build the future of the healthcare and the life sciences industry. We believe our people make all the difference in cultivating an inclusive culture that embraces our cultural beliefs.

Job Description

WHAT DOES A SENIOR MEETING PLANNER DO?

The Senior Meeting Planneris responsible forthe independent planning and execution of small (under 50 attendees) meetings and events. The Senior Meeting Planner is accountable for updating internal systemsin a timely mannerand communicating program details to all necessary internal departments. On-site management and travel may berequired.

Independently coordinate all programlogisticsfor both live and virtual events, including but not limited to venue/site selection, contract negotiations, travel, food and beverage, meeting room set-up, virtual platform management and audio-visual coordination, rooming lists, and ancillary vendors (i.e., entertainment, activities, décor, and/or photographer)

Responsible for audience generation (recruitment) and attendee data management, including post-meeting compliance Sunshine Act reporting

Process and manage healthcare professional payments and vendor invoices

Track and prepareaccurateattendee spend reports tocomply withthe Sunshine Act guidelines

Review and reconcile final invoices and pass-through cost reconciliation within mandated timelines

Update templates and meeting materialscontainingprogram information and coordinate distribution to all targeted attendees according to timelines and client standards

Coordinate outsourced ground transportation arrangements for attendees, faculty, client, and staff and update and managean accurateArrival and Departure manifest

Work with internal departments to ensuretimelycoordination andappropriate planning

Maintain ongoing dialogue with manager and project team throughout life of the program to evaluate progress and respond to any changes in the scope of the program

Maintain and/or exceed minimum billableutilizationpercentages for position level

Required to be available to work outside the company's standard work hours, including evenings and weekends

The ability tomaintainflexibility and teamwork in a fast-paced, demanding work environment

Adheres to and awareness of PhRMA, FDA, OIG, ACCME, and ADA guidelines

Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias.

All other duties as assigned

Qualifications

WHAT ARE WE LOOKING FOR?

Minimum 2-3 years meeting planning experience

Proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook)

Experience withCvent®(online event registration management system)

Experience with other web-based registration systems

Experience executing virtual meetings using programs such as Zoom,WebEx, Adobe Connect, On24, GoToMeeting

Knowledge of hotel, air travel, and event planning industry

Strong accounting and negotiation skills

Ability to work independently on assigned projects

Ability to prioritize, multitask and plannumerousmeetings simultaneously

Ability to take direction and apply appropriately to the planning and execution of ongoing projects

Ability to handle conflict, resolve problems, and manage well in a dynamic environment

Experience and ability to manage and travel to meetings in the US and internationally

Additional Information

OUR CULTURAL BELIEFS:

Patient Minded I act with the patient's best interest in mind.

Client Delight I own every client experience and its impact on results.

Take Action I am empowered and empower others to act now.

Grow Talent I own my development and invest in the development of others.

Win Together I passionately connect with anyone, anywhere, anytime to achieve results.

Communication Matters I speak up to create transparent, thoughtful, and timely dialogue.

Embrace Diversity I create an environment of awareness and respect.

Always InnovateI am bold and creative in everything I do.

Our team is aware of recent fraudulent job offers in the market, misrepresenting EVERSANA. Recruitment fraud is a sophisticated scam commonly perpetrated through online services using fake websites, unsolicited e-mails, or even text messages claiming to be a legitimate company. Some of these scams request personal information and even payment for training or job application fees. Please know EVERSANA would never require personal information nor payment of any kind during the employment process. We respect the personal rights of all candidates looking to explore careers at EVERSANA.

EVERSANA is committed to providing competitive salaries and benefits for all employees. If this job posting includes a base salary range, it represents the low and high end of the salary range for this position and is not applicable to locations outside of the U.S. Compensation will be determined based on relevant experience, other job-related qualifications/skills, and geographic location (to account for comparative cost of living). This role is eligible for hire in select U.S. locations based on business and operational considerations. For a full list of locations, visit eversana.com/careers. More information about EVERSANA's benefits package can be found at eversana.com/careers. EVERSANA reserves the right to modify this base salary range and benefits at any time.

From EVERSANA's inception, Diversity, Equity & Inclusion have always been key to our success. We are an Equal Opportunity Employer, and our employees are people with different strengths, experiences, and backgrounds who share a passion for improving the lives of patients and leading innovation within the healthcare industry. Diversity not only includes race and gender identity, but also age, disability status, veteran status, sexual orientation, religion, and many other parts of one's identity. All of our employees' points of view are key to our success, and inclusion is everyone's responsibility.

Consistent with the Americans with Disabilities Act (ADA) and applicable state and local laws, it is the policy of EVERSANA to provide reasonable accommodation when requested by a qualified applicant or candidate with a disability, unless such accommodation would cause an undue hardship for EVERSANA. The policy regarding requests for reasonable accommodations applies to all aspects of the hiring process. If reasonable accommodation is needed to participate in the interview and hiring process, please contact us at [e-mail].

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