Senior Strategic Meeting Planner

Pennsylvania Medical Society, Inc.; Mechanicsburg (Cumberland County); On-site; USD 60,000 - 90,000; Full time

Job summary

The Pennsylvania Medical Society, Inc. seeks an experienced Meeting Manager to oversee all aspects of virtual and in-person association meetings, coordinating with Executive Directors, chairs, faculty, vendors, and attendees to ensure successful events.

You will manage site selection, contracts, budgets, timelines, marketing materials, registrations, and on-site operations, including CE compliance and post-event reporting.

Qualifications

• 3 to 5 years of meeting planning experience, CME experience a plus.
• Bachelor’s Degree preferred.
• Knowledge of industry standards and practices.
• Interpersonal skills.
• Well-developed verbal and written communication and negotiation skills.
• Ability to handle multiple priorities.
• Proficient in Microsoft Office products including Outlook, Word, PowerPoint and Advanced Excel.
• Ability to follow and maintain budgets.
• Ability to work in a deadline oriented, high pressure environment.
• Valid State Issued Driver’s License.

Responsibilities

• Serve as liaison between Executive Directors, Association Coordinators, Program Chair, Board, faculty/speakers, meeting facility, exhibitors, and attendees to assure coordinated meetings.
• Manage site selection, RFPs, proposals, and recommend dates/sites to the Chair and Board.
• Negotiate contracts with facilities and vendors for favorable terms and pricing.
• Coordinate pre-meeting publicity with TEAM marketing and mailing lists.
• Develop meeting websites and applications with outside vendors.
• Create detailed timelines to ensure on-time meeting progress.
• Identify potential issues during planning and inform leadership as needed.
• Coordinate sponsorships and corporate support with exhibitors.
• Plan and coordinate special events associated with meetings.
• Manage educational grants and sponsorships with budgets and reporting.
• Coordinate registration for meetings and events.
• Be versed in virtual and hybrid platforms.
• Liaise with facilities on arrival/departure, CE forms, and post-event notes.
• Oversee on-site management from planning to wrap-up.
• Prepare revenue/expense budgets and post-meeting financial reports.
• Secure CE credits and maintain related compliance.
• Collaborate with team to support client needs and ideas.
• Assist during peak periods and with team coordination.
• Support company culture through advocacy and respectful dialogue.

Skills

Interpersonal skills

Verbal and written communication

Negotiation skills

Multitasking / time management

Budget management

Deadline oriented

Driver's license

Education

Bachelor’s Degree preferred

Tools

Microsoft Office (Outlook, Word, PowerPoint, Excel)

TEAM software

Job description

The Pennsylvania Medical Society, Inc. seeks an experienced Meeting Manager to oversee all aspects of virtual and in-person association meetings, coordinating with Executive Directors, chairs, faculty, vendors, and attendees to ensure successful events.

You will manage site selection, contracts, budgets, timelines, marketing materials, registrations, and on-site operations, including CE compliance and post-event reporting.