Sr Conference & Events Planner

Responsibilities

• Lead end-to-end planning for conferences, meetings and events, including stakeholder coordination, planning materials, calls, sponsorships, hotel blocks, collateral and promotional items.
• Manage external vendors, including exhibit, promotional and printing partners, to deliver business needs within budget.
• Coordinate event promotion with Content Strategy, Digital Analytics and External Communications, including emails, landing pages and social media.
• Support customer-facing teams with attendee lists, CRM campaigns and meeting scheduler training.
• Negotiate contracts with hotels, convention centers, conference associations, speakers and other service providers.
• Develop programs, agendas, budgets and services that meet host requirements and budget targets.
• Build Cvent registration sites and manage registration, attendee communications and related updates.
• Maintain event records and financial details, including final bill review, spend approval and vendor payments.
• Project manage GCC&M Centers of Excellence to support conference and event strategy, goals and objectives.
• Coordinate audio-visual, transportation, displays and other event requirements.
• Evaluate and select service providers based on event requirements.
• Develop and distribute event reports to participants, vendors and other stakeholders as needed.
• Provide post-event analysis, budget recaps and participant feedback to improve future events.
• Plan internal team meetings and events, both in person and virtual, as needed.
• Manage financial tasks, including POs, invoices, budget tracking, monthly accruals and reconciliation.
• Travel up to 25% to support annual sales meetings, conferences and events onsite.

Requirements

• Bachelor’s degree in hospitality, business, communications or related field.
• 3-5 years of conference, meeting or event planning experience.
• Strong organizational and time management skills.
• Proficiency in Microsoft Excel, PowerPoint and Word, including pivot tables.
• Experience with Cvent or similar event management tools.
• Experience with Trello or similar project management tools.
• Detail-oriented, with the ability to manage multiple projects and competing deadlines.
• Strong problem-solving and troubleshooting skills in a team environment.
• Strong interpersonal, verbal and written communication skills across calls, virtual meetings and in-person settings.
• Ability to present effectively to attendees and senior executives in person or virtually.
• Flexible and adaptable in a fast-paced, dynamic environment.
• Able to work both independently and collaboratively.

Nice to have

• Healthcare, CRO or biopharmaceutical services experience preferred.