Meeting Planner

New opportunity! ClinicalMind is a full-service Medical Communications Company with extensive experience in specialty therapeutic areas. We offer unique, cutting-edge live and digital initiatives designed to integrate, support, and enhance our client objectives and drive additional engagement with key customers.

ClinicalMind's talented team defines our company. Anyone who works in this business knows that their success is based on one thing above all else - the people. Come join a growing Medical Communications Agency!

Job Summary

The Meeting Planner is responsible for the overall management of in-person and virtual events. They will coordinate with cross functional teams and be responsible for the seamless experience of all attendees. Successful individuals will have exceptional organization skills and attention to detail. This position includes administrative duties, database management, phone support, and email communications.

Job Responsibilities and Skills

• Source venues, review contracts and conduct site visits when necessary

• Set up and manage programs in CVENT

• Prepare Meeting specifications and work with venues to ensure their implementation to align with CM standards and client compliance directives

• Generate and submit rooming lists

• Review and sign banquet event orders

• Choose and contract food and beverage needs

• Prepare and manage audio-visual needs

• Manage and track event budget accruals and reconciliations

• Prepare and ship all meeting materials for each event

• Manage onsite staff for flawless meeting execution

• Receive returned meeting materials and unpack all supplies upon completion of meeting

• Support the Meeting Coordinator by reviewing attendee communications to ensure accuracy

• Reconcile all invoices and manage budget and program reconciliation

• Ensure deliverables are executed according to the agreed-upon timeline

• Oversee the development and production of the meeting materials, including signage, attendee communications, and onsite materials

• Facilitate and collect pre- and post-meeting surveys

• Provide regular planning updates to clients and cross-functional teams, including RSVP reports, budget accruals, contracting status, etc.

• Responsible for ensure all contracted food and beverage costs adhere to SOW and compliance limits

• Provide onsite leadership and support for all meetings as needed

• Collect all required meeting documentation including sign in sheets and evaluations

• Moderate to extensive travel

Minimum Qualifications

• Bachelors Degreed preferred

• 2-3 years meeting planning and organization, pharmaceutical meetings preferred

• Must be extremely organized and possess superior attention to detail

• Excellent written and verbal communication

• Ability to multi-task, prioritize workload and meet deadlines

• Strong administrative and computer skills

• Knowledge of and the ability to use business systems programs such as Microsoft Office Suite, CVENT, DocuSign, as well as internet skills are required. This position includes administrative duties, database management, phone support, and email communications and moderate to extensive travel is required

• Physical ability to do some lifting, boxes and meeting materials

• Moderate to extensive travel required and may involve weekends from time to time.

• Live in the NY/NJ area and ability to come into the office at least once a week (Tuesdays)

Compensation Range

$63,000-$73,000

Disclaimer

ClinicalMind provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.