Responsibilities

• 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 Sunshine Act reporting
• Process and manage healthcare professional payments and vendor invoices
• Track and prepare accurate attendee spend reports to comply with the Sunshine Act 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

Requirements

• 4-year college degree
• Minimum 2-3 years meeting planning experience
• Proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook)
• Experience with Cvent (online event registration management system)
• Experience with other web-based registration systems
• Experience executing virtual meetings using programs such as Zoom, WebEx, Adobe Connect, On24, GoToMeeting
• Knowledge of hotel, air travel, and event planning industry
• Strong accounting and negotiation skills
• Ability to work independently on assigned projects
• Ability to prioritize, multitask and plan numerous meetings simultaneously

Preferred

• CMP Certification preferred