Senior Meeting Planner (pharma agency exp required)

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—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 Planner plays a key role in planning and executing pharmaceutical meetings with a strong focus on speaker programs across live and virtual formats. This position requires expertise in managing complex logistics ensuring compliance with industry regulations and delivering flawless experiences for healthcare professionals. Ideal candidates will have prior speaker bureau experience proficiency in CVENT for registration and reporting and advanced computer skills to manage data reporting and various technology platforms. The role demands exceptional attention to detail organizational strength and the ability to collaborate effectively with internal teams and external vendors. Occasional on-site support and travel are required.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Our employees are tasked with delivering excellent business results through the efforts of their teams.  These results are achieved by:

• Independently coordinate all program logistics for 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 prepare accurate attendee spend reports to comply with the Sunshine Act guidelines

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

• Update templates and meeting materials containing program 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 manage an accurate Arrival and Departure manifest

• Work with internal departments to ensure timely coordination and appropriate 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 billable utilization percentages for position level

• Required to be available to work outside the company’s standard work hours including evenings and weekends

• The ability to maintain flexibility 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 (pharma agency experience is ideal)

• CMP Certification preferred but not required

• Bachelor's Degree required

• 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 programs such as Zoom Microsoft Teams On24

• 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 plan numerous meetings simultaneously

• Must be able 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

• This role requires around 25-30% annual travel

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 Innovate I 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).  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 [email protected].

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