Senior Meeting Planner, Meeting Services

EVERSANA INTOUCH® is a leading full-service, global healthcare agency serving the life sciences and pharmaceutical industries. We provide next-generation creative and media services, enterprise solutions and data analytics services for clients. 

We combine the power of world-class creative and digital teams with deep market access, payer, and healthcare communications expertise to provide innovative solutions to life science companies that want to connect with consumers, healthcare professionals, and payers. 

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. 

And as a part of EVERSANA, a pioneer in next-generation commercial services, we connect dots that other agencies can’t, helping drive commercialization success. 

Our eight affiliates within the EVERSANA INTOUCH Network include EVERSANA INTOUCH Solutions, EVERSANA INTOUCH Proto, EVERSANA INTOUCH Seven, EVERSANA INTOUCH Oxygen, EVERSANA INTOUCH Engage, EVERSANA INTOUCH TTC, EVERSANA INTOUCH Media, and EVERSANA INTOUCH International. 

Across our growing organization, 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.  We are deliberate and self-reflective about the kind of team and culture we are building. We look for team members that are not only strong in their own aptitudes but also who care deeply about EVERSANA INTOUCH, our people, clients and most importantly, the patients we serve.   

What Does a Senior Meeting Planner Do?

The Senior Meeting Planner is responsible for the independent planning and executing virtual and live events.

Speaker Bureau: She/he will be the point of contact for field sales teams and healthcare professionals in coordinating educational speaker’s bureau meetings and updating the client.

Live Meetings: She/he can manage small (under 50) meetings and assist with a variety of larger meetings, including advisory boards, training meetings, product theaters/symposia, and national sales meetings and POAs. The Senior Meeting Planner should be highly motivated and able to succeed in a dynamic environment.

• 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 Open Payment reporting  
• Process and manage healthcare professional payments and vendor invoices 
• Track and prepare accurate attendee spend reports to comply with the Open Payment 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  
• Ability to work independently on assigned projects 
• Ability to prioritize, multitask and plan numerous meetings simultaneously  
• Ability 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 
• Other duties as requested by Associate Director
• Travel may be required up to 35%

What Are We Looking For?

• Associate's or Bachelor's degree or 4 years in a pharmaceutical hospitality role
• Minimum 2-3 years meeting planning experience  
• CMP Certification preferred, but not 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, WebEx, Adobe Connect, On24, GoToMeeting 
• Knowledge of hotel, air travel, and event planning industry 
• Strong accounting and negotiation skills 
• Open to travel up to 35% of the year

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.

EVERSANA is committed to providing competitive salaries and benefits for all employees. The anticipated base salary range for this position is $56,000 to $83,000 and is not applicable to locations outside of the U.S. The base salary range represents the low and high end of the salary range for this position. Compensation will be determined based on relevant experience, other job-related qualifications/skills, and geographic location (to account for comparative cost of living). EVERSANA reserves the right to modify this base salary range at any time. 

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.

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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