[Hiring] Senior Meeting Planner @Simulations Plus

Role Description

The Senior Meeting Planner will coordinate and manage in-person and virtual meetings, conferences, and events for clients within the life sciences industry. The role plans and executes domestic and international meetings including logistics, budgeting, vendor management, and onsite coordination.

Job Responsibilities

• Meeting and Event Planning
  • Plan and coordinate meetings, conferences, and events
  • Select venue, negotiate contract, and coordinate consulting agreement
  • Manage travel, lodging, food/beverage, audio-visual, room-set, meeting materials, and budget tracking
  • Collaborate with internal stakeholders to define meeting objectives, agenda, and attendee requirements
  • Develop and manage project timelines, budgets, and checklists
  • Ensure planning aspects and interactions with healthcare professionals are compliant
• Vendor Management
  • Source, select, and manage vendors and suppliers including caterers, audio-visual providers, and transportation services
  • Negotiate contracts, review proposals, and ensure adherence to budget
  • Coordinate with vendors to ensure timely delivery of services and resolve issues
• Logistics Management
  • Manage meeting recruitment and registration
  • Ensure consulting agreements and W9s are signed and fully executed prior to meetings
  • Coordinate travel arrangements, accommodations, and ground transportation
  • Arrange audio-visual equipment, signage, and other event materials
  • Manage room setup, seating arrangements, and other onsite logistics
• Budget Management
  • May develop and manage event budgets including cost estimation, tracking, and reporting
  • Monitor expenses throughout the planning process to ensure adherence to budget
  • Identify opportunities for cost savings and negotiate favorable pricing with vendors
• Communication and Documentation
  • Serve as main point of contact for participants, address inquiries, provide information, and manage registrations
  • Prepare and distribute event-related materials, such as invitations, agendas, and presentations
  • Maintain accurate records including attendee lists, expenses, and post-event evaluations
• Onsite Event Management
  • Oversee onsite event coordination ensuring logistical arrangements are in place and executed effectively
  • Manage event staff and volunteers providing guidance, instructions, and support
  • Troubleshoot and resolve issues that may arise during events
• Post-Event Evaluation
  • Collect feedback from participants and stakeholders to evaluate the success of meetings and events
  • Identify opportunities for continuous improvement on logistics and implement changes based on lessons learned
• Post-Meeting Payments, Reconciliation, and Reporting
  • Submit honorarium payment requests and expense reimbursements for processing
  • Work with finance to fully reconcile event costs
  • Provide required documentation for client specific post-meeting reports
• Other duties as assigned

Qualifications

• 6+ years of meeting planning, event management, or related experience
• PhRMA meeting planning experience required
• Event management software and online registration platforms (e.g. Cvent) experience is required
• Strong organizational and project management skills
• Manage multiple priorities and meet deadlines
• Excellent verbal and written communication skills
• Strong interpersonal skills
• Interact successfully with stakeholders at all levels
• Attention to detail and maintain a high level of accuracy in planning and execution
• Strong negotiation and vendor management skills
• Proficient in event management software and online registration platforms
• Knowledge of best practices in meeting planning, event design, and industry trends
• Work comfortably in a fast-paced environment
• Strong, effective time management skills
• Flexibility to work with changing priorities and processes
• Strong computer and software skills
• Able to operate independently and with the team
• Work flexible hours including evenings and weekends as required by event schedules
• Occasional travel required (up to 10%)

Education

• Bachelor’s degree in event management, hospitality, business administration or related field preferred

Benefits

• Fully remote work
• Flexible schedules
• Generous vacation policy
• Affordable health coverage
• Stock options
• Annual bonus