Meeting Planner

Job not on LinkedIn

🔥 0 minutes ago

🇺🇸 United States – Remote

💵 $65k - $95k / year

⏰ Full Time

🟢 Junior

🟡 Mid-level

🚫👨‍🎓 No degree required

👻 Ghost score 0%

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Citrus Health Group

WebsiteLinkedInAll Job Openings

51 - 200 employees

💼 Consulting

🏥 Healthcare

📦 Logistics

Consulting • Healthcare • Logistics

Citrus Health Group is a strategic life-sciences partner that provides medical affairs, market access, commercialization, and patient engagement services to pharmaceutical and biotech organizations. Their multidisciplinary team of PhDs, PharmDs, MDs, and industry experts develops launch strategies, value and access solutions, and creative communications across therapeutic areas including oncology, rare disease, neurology, immunology, dermatology, and metabolic/cardiovascular disease. Citrus focuses on translating scientific evidence into commercial and patient-centered outcomes, serving as a B2B consulting and execution partner for established pharma and emerging startups.

📋 Description

• Manage all logistical elements of medical communication programs, including site research, invitations, confirmations, travel, production, database management, BEO development, onsite coordination, and reporting • Oversee attendee registration, participant communications, reporting, and onsite registration desk operations • Follow company planning SOPs • Develop and communicate status updates to management and clients • Serve as the client-facing liaison for assigned programs and provide proactive updates and recommendations • Oversee project logistics scope and process scope changes • Research and assess hotel, restaurant, and travel options • Develop and disseminate RFPs and assess venue availability reports • Manage program budgets and cost projections • Develop professional communications for clients, attendees, hotels, travel partners, and stakeholders • Manage presenter and attendee travel and accommodations • Oversee menus and dietary requirements within budget • Recommend effective, budget-conscious audiovisual solutions • Process restaurant, hotel, and catering contracts and payment documentation • Develop or manage meeting materials production • Travel to and facilitate onsite meeting coordination, including attendee support, audiovisual, transportation, food and beverage, and onsite staff • Manage program closeout, cost reconciliation, budget updates, documentation, and reconciliation-period true-up • Develop post-meeting reconciliation reports • Follow expense reimbursement guidelines • Provide final approval on deliverables • Ensure compliance with Sunshine Act reporting, PhRMA Code, client-specific rules, and ex-US country-specific compliance requirements • Maintain audit-ready documentation for live meetings • Promote respect, professionalism, accountability, collaboration, mutual support, and a positive solutions-focused culture

🎯 Requirements

• Bachelor’s degree in Business, Hospitality, Communications, or related field preferred • 2+ years of industry-specific meeting planning experience preferred • Hotel, restaurant, and travel logistics knowledge; international experience preferred • 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%), including potential weekend and extended travel up to one week • Ability to work occasional nonstandard hours according to project needs, deadlines, deliverables, and urgent client needs • Strong understanding of project management, budgeting, and financial processes involved in meeting logistics • Comfort negotiating and managing ambiguity while working on multiple meetings simultaneously • High level of integrity, confidentiality, and accountability • Ability to prioritize tasks and manage time effectively to meet deadlines • Exceptional written and verbal communication skills • Excellent attention to detail and accuracy in data entry and record-keeping