Meeting Planner

**Meeting Planning \& Logistics** **\#LI\-Remote** * Support end\-to\-end planning and execution of live, virtual, and hybrid meetings, including advisory boards, speaker trainings, and KOL engagements. * Source and secure venues; negotiate contracts, rates, and terms to ensure cost efficiency and risk mitigation. * Understand and apply client\-specific and compliance guardrails throughout the planning process; escalate questions and propose practical solutions as needed. * Coordinate menu planning, food and beverage guarantees, room setup, audiovisual needs, and onsite logistics. * Arrange faculty/HCP travel, including air, ground transportation, and hotel accommodations, using internal travel platforms and approved internal processes. * Support development and distribution of attendee communications, including calendar holds, confirmations, joining instructions, and onsite details. * Support onsite execution as needed, including registration management, faculty support, vendor coordination, and issue escalation. **Budget \& Compliance Support** * Track meeting expenses, monitor budget alignment, and complete reconciliations and invoice reviews within required timelines. * Support compliance documentation requirements, including consultant agreements, fair market value (FMV) considerations, and aggregate spend tracking. * Partner with internal teams to ensure all activities meet client\-specific and industry regulatory standards, including Sunshine Act, PhRMA, EFPIA, and GDPR where applicable. **Vendor \& Stakeholder Management** * Serve as a primary liaison with vendors, including venues, AV teams, transportation partners, and virtual technology support. * Maintain strong, service\-oriented relationships with internal teams and external stakeholders. * Adapt to evolving client procedures, preferences, and compliance workflows. **Post\-Meeting Deliverables** * Compile attendance records, polling data, chat transcripts, and other meeting outputs for internal reporting. * Support development and delivery of post\-meeting closeout packages, including reconciliations and compliance documentation. **COMPETENCIES** * Strong organizational and time management skills with exceptional attention to detail and ability to manage multiple concurrent programs. * Clear, professional written and verbal communication * Strong vendor negotiation and relationship management skills * Service\-minded professional with confidence and poise in client\-facing environments. * Self\-starter who can work independently while collaborating effectively across teams. * Comfortable making informed decisions and real\-time judgment calls during live programs. * Motivated to contribute to continuous improvement, process optimization, and operational excellence. * Positive attitude, proactive mindset, and ability to remain calm under pressure. **Required** * Bachelor’s degree. * 2–3\+ years of experience managing meet