Strategic Meeting Planning Specialist

Horizontal Talent; Coon Rapids (MN); Hybrid; USD 70,000 - 90,000; Full time

Job summary

Horizontal Talent is seeking a Strategic Meeting Planning Specialist to support physician-focused educational programs, advisory boards, and hands-on training events. This hybrid role in Plymouth, Minnesota, requires delivering end-to-end logistics, ensuring quality and compliance, and collaborating with program managers and faculty.

You'll manage registrations in Cvent, coordinate travel, handle vendor contracts, track budgets, and provide onsite support.

Qualifications

• 5+ years of experience planning complex meetings or events, ideally in healthcare, medical education, or a related environment.
• Hands-on experience with Cvent, including registration site creation and attendee management.
• Working knowledge of Salesforce and other event management or reporting tools.
• Experience with sourcing, vendor coordination, and meeting contract support.
• Experience managing travel, lodging, and logistics for physicians, speakers, or other attendees.
• Strong understanding of compliance requirements tied to healthcare events and expense reconciliation.
• Experience supporting budget tracking and reconciliation processes, including Concur.
• Excellent organization, prioritization, and project management skills.
• Strong communication and relationship-building abilities with internal stakeholders and external guests.
• Ability to travel and support onsite events, including occasional evening or weekend work as needed.

Responsibilities

• Plan and coordinate end-to-end logistics for meetings and events.
• Build and maintain registration sites and attendee workflows in Cvent.
• Arrange participant travel and lodging through approved vendors.
• Assist with venue sourcing, contracts, and service arrangements.
• Collaborate with program teams to align agendas and delivery.
• Manage attendee communications, rooming lists, and materials.
• Provide onsite support to ensure smooth event execution.
• Track budgets and reconcile vendor payments; report expenses.
• Maintain records in Salesforce and internal tools.
• Ensure compliance with healthcare standards and internal policies.

Skills

Meeting planning

Cvent

Salesforce

Vendor coordination

Budget reconciliation

Concur

Onsite support

Communication

Tools

Cvent

Salesforce

Concur

Job description

Join a dynamic Medical Education team as a Strategic Meeting Planning Specialist supporting the planning and execution of physician-focused educational programs, advisory boards, summits, and hands-on training events. This hybrid role is based in Plymouth, Minnesota, with about 40% travel, and offers the opportunity to manage impactful meetings while helping ensure high-quality delivery and strong compliance standards.

Responsibilities

• Plan and coordinate end-to-end logistics for educational meetings, advisory boards, and training events from initial setup through post-event wrap-up.
• Build and maintain event registration sites and attendee management workflows in Cvent.
• Arrange participant travel and lodging through approved travel vendors and related systems.
• Support venue sourcing, contract coordination, and meeting service arrangements in partnership with internal teams and approved sourcing processes.
• Collaborate with program managers, faculty, and stakeholders to align event details, agendas, and delivery expectations.
• Manage attendee communications, rooming lists, meeting materials, and event deliverables.
• Provide onsite support to help ensure smooth execution of live events.
• Track budgets, expenses, and reconciliation activities, including vendor payments and post-event documentation.
• Maintain accurate records and reporting in Salesforce and other internal tools.
• Help ensure all meeting activities follow applicable compliance standards and internal policies.

Skills

• 5+ years of experience planning complex meetings or events, ideally in healthcare, medical education, or a related environment.
• Hands-on experience with Cvent, including registration site creation and attendee management.
• Working knowledge of Salesforce and other event management or reporting tools.
• Experience with sourcing, vendor coordination, and meeting contract support.
• Experience managing travel, lodging, and logistics for physicians, speakers, or other attendees.
• Strong understanding of compliance requirements tied to healthcare events and expense reconciliation.
• Experience supporting budget tracking and reconciliation processes, including Concur.
• Excellent organization, prioritization, and project management skills.
• Strong communication and relationship-building abilities with internal stakeholders and external guests.
• Ability to travel and support onsite events, including occasional evening or weekend work as needed.

Preferred Skills

• Experience in the medical device, pharmaceutical, or broader healthcare industry.
• CMP certification.
• Background supporting Medical Affairs or Medical Education teams.
• Familiarity with Sunshine Act reporting requirements.
• Experience managing multiple events at once in a fast-paced environment.

Horizontal is committed to fostering an inclusive workplace where diverse perspectives are valued, and everyone has the opportunity to contribute and succeed. We encourage candidates of all backgrounds to apply and bring their unique experiences to the team.

By applying for this position, you acknowledge and agree that Horizontal Talent may contact you regarding your application using automated technology, including phone calls, SMS/text messages, or email, which may be delivered by our virtual AI recruiter, Alex.