Pharmaceutical Meeting Planner Full Time

Title: Pharmaceutical Meeting Planner 

Job description: 

We are seeking a highly organized and detail-oriented Meeting Planner to join our team. This role is crucial in supporting planning details for our clients, mainly in the pharmaceutical, bioscience, medical, and life science industries. We are a fast-paced office, expanding, and need additional support to help us manage and deliver the highest level of service to our clients. 

This position is local to Colorado (Denver area) and requires four days in the office in Golden, Colorado. 

Key Responsibilities: 

• ·Complete project timeline; establish a workflow schedule with client and suppliers to facilitate prompt and accurate handling of all program details. 
• Manage and negotiate any additional hotel needs, destination management company (DMC), air and all third-party contracts. Monitor attrition dates, cancellation policies to ensure contracted services are executed. 
• Work closely with coordinators to create all Registration Sites/Survey for each event and detailed confirmations in Registration Management System 
• Create Power Point Presentations on Future Meeting Locations and Venue 
• Prepare Budgets for Total Program costs (Proficient in Excel is required) 
• Coordinate all program details and produce a program itinerary / working agenda that outlines all program specifics and requirements with lead meeting coordinator. 
• Work with accounting to complete final bill, review final billing prior to final invoicing to client. 
• Knowledge of Open Payments for Reporting is desired 
• Evaluate program impact and reassesses objectives and outcomes; plan for continuous improvement. 
• Partner with Travel Partner to book all attendees flight and communicate with customer to ensure approval. 
• Manage Food and Beverage programs 
• Review, negotiate and administer contracts with hotels and other suppliers 

Education and Experience: 

• Required: Bachelor’s degree in hospitality management, event management, marketing, or communications. 
• Required: 3 years meeting planner experience with pharma experience. 
• Required: Experience with presentation and design tools (ie. Canva). 
• HMCC preferred but not required. 
• Experience with MS Office including Teams, Planner, and SharePoint. 
• Experience with software for registration management (ie. Cvent) and mobile app solutions. 

Skills and Abilities: 

• Ability to thrive in a fast-paced environment. 
• Ability to work on multiple clients at a given time to meet client deliverables. 
• Ability to travel 25% of the year, domestic and international. 
• Detail oriented with the eye to conduct quality checks on documents such as contracts and communications to client/attendees. 
• Ability to work effectively with many stakeholders of differing communication styles. 
• Proactive approach with ability to manage tasks and assignments efficiently. 
• Passionate about learning and leveraging new technologies. 

Benefits: 

• Compensation commensurate with experience. 
• Ten paid holidays and generous vacation package with base + accrued days based on travel needs. 
• Health insurance & company-funded Health Savings Accounts. 
• Dental coverage. 
• Partial cell phone reimbursement. 
• 401k with company matching plan. 
• Opportunity for end of year bonus. 
• Company support of the cost of attending educational programs, as approved by a manager and/or time with company. 

ConferenceSource — http://www.conference-source.com – is a National Women’s Business Enterprise that plans meetings and events of all sizes for companies ranging from startups to Fortune 500. Whether it’s a national sales meeting, product launch, incentive trip, advisory board or any other corporate event, we pride ourselves on doing whatever it takes to ensure an unforgettable meeting experience for our clients. 

ConferenceSource is an Equal Opportunity Employer. We do not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by appropriate law. All employment is decided based on qualifications, merit, and business needs. 

Benefits: 

• 401(k) 
• 401(k) matching 
• Dental insurance 
• Health insurance 
• Paid time off 

Work Location: In person 4 days/week