Senior Meeting Planner

Citrus Health Group is a new type of agency that brings an empathetic patient focus to the new product commercialization process. Citrus creates hand-picked teams that provide clients with scientific, clinical, pharmacologic, evidence-generation, pricing and reimbursement, market access, affordability, and patient support expertise and experience in their time of need. Client teams are built with the talented experts from Citrus Scientific, Citrus Commercialization and Access, and Citrus Engage, who function as a fluid, agile, and highly energized team.

We are passionate about science; our focus is to effectively communicate science in compelling and engaging ways to drive true value and enable patients to gain access to new medicines. We do so with the highest level of integrity and respect for the ethical nature of our business.

We invite you to join our talented team of dedicated professionals, working closely together to provide the services our clients need, at the time they need them. We are driven by one word, RESPECT. We respect each other, we respect our clients, and we respect the professionals we work with on behalf of our clients. We value every team member and strive for an inclusive and collaborative culture that fosters the best in everyone.

About the Opportunity

We are seeking a highly experienced Senior Meeting Planner with international experience preferred. The ideal candidate will have a strong background in client-facing roles, budget management, contract negotiations, vendor coordination, and the ability to work independently and adhere to company planning SOPs. This role involves managing all logistical components of medical communication programming, including investigator meetings, advisory meetings, symposia, congress activities, and web-based teleconferences, requiring a high level of autonomy and accountability for program execution.

Responsibilities

• Manage all logistical elements of each program, including site research, invitation development, confirmations, travel, production, database management, BEO development, on-site coordination, and reporting. Travel may be required for on-site coordination.
• Adhere to company planning SOPs to ensure consistency and accuracy
• Develop and communicate detailed status reports to management and clients, ensuring alignment with project timelines and expectations
• Oversee project scope, including labor hours and pass-through costs identifying and processing scope changes as needed
• Research and assess hotel, restaurant, and travel options, including:
  • Developing and disseminating RFPs
  • Assess and develop availability report to determine appropriate venue options
  • Managing program budgeting and cost projections
• Develop clear, concise, professional, and accurate communications for clients, attendees, hotels, travel partners and other internal and external stakeholders
• Manage travel and accommodations for presenters and attendees with approved travel agencies, airlines, ground transportation companies, hotels, and venues
• Oversee menu compilation ensuring balance and accommodating various dietary needs within budget
• Provide recommendations for effective and budget-conscious audio visual
• Process restaurant, hotel and catering contracts/payment documentation
• Develop and or manage the development and production of all meeting materials
• Travel to and facilitate on-site meeting coordination and manage all program requirements and events, including attendees' support, audiovisual, transportation, food and beverage, etc.
• Develop accurate post-meeting reports for reconciliations
• Facilitate timely and accurate invoice approvals
• Follow expense reimbursement guidelines
• Provide final approval on all deliverables to ensure strategic objectives are met and project details are accurate
• Understand and adhere to Client and EX US Country specific compliance requirements

Qualifications

• Bachelor’s degree in business, Hospitality, Communications, or related field preferred; and 5+ years of industry-specific meeting planning experience
• Extensive hotel, restaurant, and travel logistics knowledge, particularly for international events
• Proficiency in Cvent and MS Office with advanced skills in Excel
• Proven meeting coordination experience focusing on client relationships, budgeting, and vendor management
• Ability to work independently, follow company SOPs, and manage multiple programs with minimal supervision
• Ability to travel onsite as needed (>25%) with potential for travel over weekends and extended periods up to one week
• Position requires occasional nonstandard work hours in accordance with project needs, deadlines