Job description

Meeting Planner - PharMethod

Background and Position Overview

PharMethod is a specialized live and virtual meeting and event planning company which provides expert services for speaker bureaus, event management, e-training, and strategic participation in the Pharmaceutical, Medical Device, and Life Science industries. To support our current and future business we are hiring an Associate Meeting Planner, to support the execution of speaker bureau programs.

The Meeting Planner is responsible for planning and coordinating all types of Speaker Programs including in-office meetings, dinner meetings, virtual events, and teleconferences. This position serves as the primary contact for the program representative as well as all key stakeholders.

Specific Responsibilities

• Recruit and engage expert speakers in accordance with client specifications
• Arrange travel and payment (air, ground, hotel, train, etc.)
• Identify and select venue or site location
• Book venue, determine menu, negotiate cost, manage contract, coordinate payment
• Determine AV requirements, arrange for delivery of equipment, testing and support
• Create, send, and manage invitations, based on client’s guest list, capture, track, and report attendance
• Create scripts for hosts of virtual meetings (web broadcasts), ensure correct collateral documents are used during meeting
• Build web rooms and assign conference numbers for virtual meetings
• Manage programs to ensure they comply with client’s business rules
• Provide a high level of customer service, building rapport and relationships
• Close out programs, reconcile costs, and prepare for invoicing
• Respond timely to telephone calls from Pharma Client Sales Reps, Speakers, Guests, vendors, etc.
• Advocate for client’s needs with PharMethod management, operations, and product teams.
• Provide process improvement ideas and share best practices within Client Services team

Professional Qualifications / Experience

• Associate degree in business, hospitality, or travel; Bachelor’s degree preferred
• Two or more years of experience as a meeting planner in a high-volume setting
• One or more years of experience managing Pharmaceutical Speaker programs
• Experience with contract negotiation, a plus
• Proficiency with Microsoft Office Suite required.

Personal Qualifications / Attributes

• Strong planning and organizational skills
• Excellent written and verbal communication skills
• Self-starter, ability to work independently
• Ability to handle multiple events simultaneously
• Strong attention to detail
• Ability to work flexible hours as needed

Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Langhorne, PA 19047: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Speaker Bureau meeting planning: 1 year (Preferred)
• meeting planning: 2 years (Required)

Work Location: Hybrid remote in Langhorne, PA 19047

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