Meeting Event Manager – HCP Events

Role Overview

• Serve as the primary client contact and lead for assigned HCP programs, establishing workflows and timelines to ensure timely, accurate coordination of all program details from planning through execution and reconciliation.
• Manage end-to-end program logistics, including coordinating hotel accommodations, destination management companies (DMCs), air travel, and third-party suppliers, while ensuring all contracts and program components align with client and organizational standards.
• Develop and maintain detailed program itineraries and agendas, ensuring all logistics, requirements, and deliverables are clearly documented and communicated to internal teams, suppliers, and stakeholders.
• Utilize program management systems to track and manage all program activity, ensuring accurate documentation, recordkeeping, and file management in accordance with Maritz, client, and HCP compliance requirements.
• Manage program budgets and financial reporting, including forecasting, tracking expenses, reconciling supplier payments, auditing invoices for accuracy, and communicating financial updates and changes to clients proactively.
• Maintain proactive, ongoing communication with clients and stakeholders, leading regular status meetings and ensuring alignment on expectations, timelines, and program deliverables to support a seamless client experience.
• Coordinate with internal teams, suppliers, and technical partners, including supporting web-related program requirements and ensuring all program components are aligned and executed successfully.
• Support complex and high-priority program needs, including managing VIP logistics, special projects, and unique client requirements while ensuring compliance with HCP and pharmaceutical industry standards.
• Provide reporting, timelines, and program documentation as required, ensuring transparency, accuracy, and alignment with client expectations and compliance requirements.
• Contribute to a collaborative team environment, sharing insights, supporting peers, and identifying opportunities to improve efficiency, client satisfaction, and overall program success.

Requirements

• Bachelor’s degree or equivalent experience required.
• Minimum of five (5) years of experience in meeting or event management, preferably within pharmaceutical, healthcare, or life sciences environments.
• Minimum of two (2) years of direct experience supporting Healthcare Professional (HCP) meetings or events required, including understanding of compliance and operational requirements.
• Strong experience managing program budgets, forecasting, financial reconciliation, and expense tracking.
• Proven ability to build and maintain strong client and supplier relationships.
• Strong organizational skills and the ability to manage multiple programs and priorities simultaneously.
• Experience with program management systems.
• Knowledge of domestic destinations.
• Ability to travel up to 10%.

Benefits

• medical
• dental
• vision
• life insurance
• disability
• paid parental leave
• 401k
• tuition reimbursement
• paid time off
• year end holiday closure