Job Description

SUMMARY

Join a dynamic and client-focused environment as a **Senior Meeting Planner** within the Speaker Bureau Services team. This role offers the opportunity to manage end-to-end logistics for high-impact speaker events, both virtual and in-person. It is ideal for someone who thrives on detailed coordination, client interaction, and delivering seamless experiences. Flexibility, communication, and organizational strength are key to succeeding in this role.

RESPONSIBILITIES

• Act as the main contact between client representatives, speakers, and event vendors, ensuring all expectations are clearly communicated and met.
• Identify, assess, and recommend compliant venues for live events aligned with program goals.
• Manage the full process of engaging speakers, from outreach and scheduling to confirmation.
• Oversee all logistics including travel arrangements, venue setup, audiovisual requirements, lodging, and local transportation.
• Prepare and distribute event materials such as invitations, confirmations, and program documentation.
• Maintain thorough records and data entry for each event, tracking updates in real time.
• Reconcile post-event costs with initial budgets, providing clear financial documentation.
• Ensure adherence to service level agreements (SLAs) and compliance with client requirements throughout planning and execution.

QUALIFICATIONS

• 3–5 years of relevant experience in meeting or event planning.
• Prior experience working in pharmaceutical meetings or speaker bureau environments is strongly preferred.
• Proven ability to manage programs across multiple time zones and work flexible hours as needed.
• Strong interpersonal skills and comfort engaging with stakeholders at all levels.
• Exceptional attention to detail and a proactive organizational style.
• Proficiency in virtual event platforms including Zoom and Microsoft Teams.
• Familiarity with Veeva Events is a plus.

What’s in it for you?

Enjoy the ability to influence client-facing event outcomes in a high-visibility position with opportunities to build strong professional networks. This role blends strategic logistics with meaningful communication in a collaborative and supportive team culture. The work supports leading pharmaceutical initiatives, enhancing your experience in a vital, growing industry.

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