High Lantern Group - Senior Associate, Conference Strategy and Stakeholder Engagement

Senior Associate, Conference Strategy and Stakeholder Engagement 

Location: Philadelphia, New York City, or Washington D.C.

High Lantern Group is a strategic communications consultancy partnering with clients to address complex issues across healthcare, life sciences, public policy, and corporate leadership. We support organizations navigating complex stakeholder environments through integrated strategy, communications, and engagement - particularly at high-impact scientific and professional conferences.

HLG is seeking a Senior Associate to join our team in Philadelphia, New York City, or Washington D.C. This role is ideal for a professional with 2-4 years of experience in an agency, medcomms, consulting, or client services environment who is highly proficient at managing projects, drafting client deliverables, working face-to-face with clients and senior teams, and coordinating work across multiple workstreams.

This position will play a central role in supporting pharmaceutical client engagements with external stakeholders. The ideal candidate is highly organized, detail-oriented, comfortable in fast-paced environments, and eager to apply emerging technologies - including AI tools - to improve efficiency, insight generation, and client delivery.

Responsibilities

• Support planning and execution of client engagements, including stakeholder meetings, roundtables, advisory boards, and related events – both attached to and independent from conferences.
• Assist with conference related logistics, such as scheduling 1:1 meetings, tracking availability, coordinating calendars, and managing follow-ups.
• Maintain and update trackers, stakeholder lists, agendas, and engagement materials.
• Use emerging technologies, including AI tools, to support research, scheduling, content development, and workflow efficiency.
• Conduct background research on conferences, sessions, speakers, and stakeholders to inform client engagement strategies.
• Provide onsite or remote conference support, including real-time coordination, issue resolution, and client support.
• Manage day-to-day execution of conference-related workstreams, ensuring deliverables are completed on time and meet HLG quality standards.
• Navigate pharmaceutical compliance and legal reviews, working within systems like Veeva Vault.
• Draft and edit client-facing materials, such as briefing documents, schedules, recap summaries, and internal trackers.
• Monitor emails and requests related to conference planning and execution, flagging issues and ensuring timely responses.
• Coordinate closely with internal teams across HLG to ensure alignment on timelines, responsibilities, and client expectations.
• Synthesize complex information into clear, concise materials for internal and client use.
• Support development of presentations, memos, and other materials related to conference strategy and outcomes.
• 
   

Experience and Attributes

• 2-4 years of professional experience in communications, consulting, medcomms, agency, or client-service environments.
• Experience working in client-facing roles and managing deliverables in fast-paced environments.
• Strong writing and editing skills with experience producing client-ready documents and presentations.
• Demonstrated ability to manage multiple projects simultaneously while maintaining accuracy and attention to detail.
• Experience organizing or supporting events such as