Senior Meeting Planner, Meeting Services

Company Description

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.   

Job Description

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