Meeting Planner

New opportunity! ClinicalMind is a full-service medical communications company with extensive experience in specialty therapeutic areas. We offer unique, cutting-edge live and digital initiatives designed to integrate, support, and enhance our client objectives and drive additional engagement with key customers. 

ClinicalMind’s talented team defines our company. Anyone who works in this business knows that their success is based on one thing above all else – the people. Come join a growing medical communications agency! 

Job Responsibilities

• Overall management of live and virtual events. Responsible for coordinating with cross functional teams and leading all meeting management 
• Source venues, review contracts and conduct site visits when necessary 
• Set up and manage programs in CVENT
• Prepare Meeting specifications and work with venues to ensure their implementation to align with CM standards and client compliance directives 
• Generate and submit rooming lists 
• Review and sign banquet event orders 
• Prepare and manage audio-visual needs 
• Create and update the meeting accrual sheet, manage and track logistical budgets 
• Work with Meeting Coordinator on ground manifests
• Reconcile all invoices and manage budget and program reconciliation
• Work closely with coordinator to execute weekly tasks defined by timeline 
• Oversee the development and production of the meeting coordinator draft, route and distribute all attendee communications including but not limited to invitations, confirmations, final meeting packets and onsite materials.
• Partner with and Review/oversee work with the Meeting Coordinator on attendee databases, response charts and to update as necessary 
• Responsible for managing Sunshine Act policies and procedures pre and post meeting as well as individual client compliance  
• Moderate to extensive travel 

 Job Requirements

• Bachelors Degreed preferred 
• 2-3 years meeting planning and organization, pharmaceutical meetings preferred 
• Must be extremely organized and possess superior attention to detail 
• Excellent written and verbal communication 
• Ability to multi-task, prioritize workload and meet deadlines 
• Strong administrative and computer skills 
• Knowledge of and the ability to use business systems programs such as Microsoft Office Suite, CVENT, DocuSign, as well as internet skills are required. This position includes administrative duties, database management, phone support, and email communications and moderate to extensive travel is required

Physical demands 

Some lifting, boxes and meeting materials 

Work environment 

Moderate to extensive travel required and may involve weekends from time to time. In office days prior to live meeting dates for shipping/meeting material preparation.  

#hybrid