Meeting Planner

Job Description

MEETING PLANNER

Medical Communications

Reports to: Accounts

Job Summary

The Meeting Planner is an important role in VitaminMD, coordinating and executing successful events, such as advisory boards, investigator meetings, symposia, and other medical or pharmaceutical-related meetings This position requires a detail-oriented and organized professional who can manage multiple projects simultaneously. The Meeting Planner will collaborate with cross-functional teams, including account managers, finance, and vendors, to ensure seamless event logistics planning and delivery. Additionally, the Meeting Planner embodies the agency’s core values of commitment, integrity, and respect, both in their work and in their relationships with their co-workers and external clients.

Key Job Responsibilities (Duties may include, but are not limited to all or some of the following)

• Serve as the primary liaison with clients, speakers, and vendors, ensuring effective communication and seamless coordination
• Research and recommend compliant meeting venues for in-person events, ensuring alignment with industry regulations and client preferences
• Coordinate all meeting logistics, including venue arrangements, audiovisual equipment, speaker travel, lodging, and ground transportation
• Generate and distribute all program materials, including invitations, confirmations, and follow-up communications
• Maintain comprehensive program notes, track project progress, and execute all required data entry in compliance with internal processes and client expectations
• Reconcile actual costs against estimates, providing detailed backup documentation and ensuring transparency in financial reporting
• Monitor and ensure adherence to service level agreements (SLAs), meeting all outlined requirements and maintaining high service delivery standards
• Collaborate with internal teams to align meeting logistics with strategic objectives and ensure the quality of the attendee experience
• Ensure compliance with pharmaceutical industry regulations and guidelines, such as the Sunshine Act and other applicable standards
• Conduct post-event evaluations to gather feedback and implement improvements for future meetings
• Travel to meetings extensively (including weekends) and be point person onsite
  
  

Job Qualifications (Skills/Requirements)

• Bachelor’s degree in event management, hospitality, communications, or a related field
• Experience in event planning is strongly preferred, particularly in the healthcare or medical communications industry
• Exceptional organizational and multitasking skills, with a proven ability to manage multiple projects under tight deadlines
• Strong interpersonal and communication skills, with the ability to work effectively with internal and external stakeholders
• Proficiency in relevant software tools, including:
• Microsoft Suite (Word, PowerPoint, Excel, Outlook)
• Familiarity with industry compliance requirements, including the Sunshine Act and GDPR
• High attention to detail, problem-solving skills, and the ability to adapt quickly to changing circumstances
• Willingness to travel for on-site event execution as required
• A proactive attitude, flexibility, and a willingness to go beyond the job description to support team and agency objectives.
• Willing to travel extensively including weekends
  
  

For U.S. Job Seekers, it is the policy of Ca Co to provide equal employment opportunities to all employees and applicants for employment without regard to race, religion, color, ethnic origin, gender, gender identity, age, marital status, veteran status, sexual orientation, disability, or any other basis prohibited by applicable federal, state, or local law. EOE/AA/M/D/V/F. 

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