Meeting Planner – Peer-to-Peer Programs

Health and Wellness Partners currently has an opening for a Meeting Planner who will execute the requirements of Speaker Programs (eg, Lunch/Dinner programs, National Broadcast, Webcasts, etc) with knowledge of the pharmaceutical guidelines that surround these programs. In addition, the Meeting Planner will complete all logistical details according to timeline, program, and budgetary requirements and manage the reconciliation process, ensuring compliance on behalf of the client's sales representative at all times. Specific responsibilities include: 

  • Managing meeting details of the assigned program through accurate and effective use of a proprietary software system
  • Working with the client sales representative to identify, select, and contract the program venue; negotiating food and beverage minimums for private rooms, selecting food and beverage, and satisfying audio-visual equipment needs
  • Working with the identified speaker, sending confirmation and coordinating all required travel and lodging arrangements
  • Serving as a liaison with the client sales representative, speaker, travel agent, and all third-party vendors, communicating on all logistics and other details as needed
  • Satisfying the "close-out" requirements and reconciliations for each lunch/dinner program, assuring accuracy and timeliness
  • Completing all required data entry accurately and on time

The ideal candidate will take full responsibility for all work and provide quality management of client deliverables while consistently providing excellent quality assurance on all programs, ensuring that client compliance guidelines are met. We are looking for someone who:

  • Demonstrates attention to detail with the ability to handle multiple tasks at one time
  • Works effectively with team members
  • Takes direction and provides feedback and ideas for process enhancements and client satisfaction

In addition, the qualified candidate will have:

  • Strong interpersonal, written, and oral communication skills
  • Excellent administrative, organizational, and time management skills
  • Proficiency in Microsoft® Office, including Word, Excel, and PowerPoint. Access database knowledge is a plus and Internet search skills are essential
  • Ability to effectively negotiate
  • Prior experience with Speaker Bureau Promotional Programs

Please send cover email and resume to HR@hwpnj.com.