Senior Meeting Planner

Simulations Plus stands as a premier provider in the biopharma sector, offering advanced software and consulting services that enhance drug discovery, development, research, clinical trial operations, regulatory submissions, and commercialization. Our comprehensive biosimulation solutions integrate artificial intelligence/machine learning, physiologically based pharmacokinetics, physiologically based biopharmaceutics, quantitative systems pharmacology/toxicology, and population PK/PD modeling approaches. We also deliver simulation-enabled performance and intelligence solutions alongside medical communications support for clinical and commercial drug development. Our cutting-edge technology is licensed and utilized by leading pharmaceutical, biotechnology, and regulatory agencies worldwide.Leadership truly cares about maintaining a positive culture and employee well-being. We offer fully remote work, flexible schedules, and generous vacation policy along with affordable health coverage, stock options, annual bonus, and more! Check out how much our employees love working here: https://www.comparably.com/companies/simulations-plus.The Senior Meeting Planner will coordinate and manage in-person and virtual meetings, conferences, and events for clients within the life sciences industry. The role plans and executes domestic and international meetings including logistics, budgeting, vendor management, and onsite coordination.Department: Medical Communications Internal Grade: 8 Direct Reports: No Status: Exempt Location: Remote Job Responsibilities: Meeting and Event PlanningPlan and coordinate meetings, conferences, and eventsSelect venue, negotiate contract, and coordinate consulting agreementManage travel, lodging, food/beverage, audio-visual, room-set, meeting materials, and budget trackingCollaborate with internal stakeholders to define meeting objectives, agenda, and attendee requirementsDevelop and manage project timelines, budgets, and checklistsEnsure planning aspects and interactions with healthcare professionals are compliantVendor ManagementSource, select, and manage vendors and suppliers including caterers, audio-visual providers, and transportation servicesNegotiate contracts, review proposals, and ensure adherence to budgetCoordinate with vendors to ensure timely delivery of services and resolve issuesLogistics ManagementManage meeting recruitment and registrationEnsure consulting agreements and W9s are signed and fully executed prior to meetingsCoordinate travel arrangements, accommodations, and ground transportationArrange audio-visual equipment, signage, and other event materialsManage room setup, seating arrangements, and other onsite logisticsBudget ManagementMay develop and manage event budgets including cost estimation, tracking, and reportingMonitor expenses throughout the planning process to ensure adherence to budgetIdentify opportunities for cost savings and negotiate favorable pricing with vendorsCommunication and DocumentationServe as main point of contact for participants, address inquiries, provide information, and manage registrationsPrepare and distribute event-related materials, such as invitations, agendas, and presentationsMaintain accurate records including attendee lists, expenses, and post-event evaluationsOnsite Event ManagementOversee onsite event coordination ensuring logistical arrangements are in place and executed effectivelyManage event staff and volunteers providing guidance, instructions, and supportTroubleshoot and resolve issues that may arise during eventsPost-Event EvaluationCollect feedback from participants and stakeholders to evaluate the success of meetings and events.Identify opportunities for continuous improvement on logistics and implement changes based on lessons learnedPost-Meeting Payments, Reconciliation, and ReportingSubmit honorarium payment requests and expense reimbursements for processingWork with finance to fully reconcile event costsProvide required documentation for client specific post-meeting reportsOther duties as assigned Qualifications: 6+ years of meeting planning, event management, or related experiencePhRMA meeting planning experience requiredEvent management software and online registration platforms (e.g. Cvent) experience is requiredStrong organizational and project management skillsManage multiple priorities and meet deadlinesExcellent verbal and written communication skillsStrong interpersonal skillsInteract successfully with stakeholders at all levelsAttention to detail and maintain a high level of accuracy in planning and executionStrong negotiation and vendor management skillsProficient in event management software and online registration platformsKnowledge of best practices in meeting planning, event design, and industry trendsWork comfortably in a fast-paced environmentStrong, effective time management skillsFlexibility to work with changing priorities and processesStrong computer and software skillsAble to operate independently and with the teamWork flexible hours including evenings and weekends as required by event schedulesOccasional travel required (up to 10%) Education: Bachelor’s degree in event management, hospitality, business administration or related field preferredFind out more about how amazing it is to work at Simulations Plus by visiting www.simulations-plus.com/career-center and apply today!

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