Meeting Planner

Updated: February 27, 2018
Location: Dallas, TX, United States
Job ID: aMqo7s8BE7nm


Responsible for developing and managing a variety of pharmaceutical meetings. Works with colleagues to ensure each program is flawlessly executed within budget and has met all the objectives. Responsible for all decisions and recommendations on the program budget and program execution.

Description of Duties

(Duties may include, but not limited to all or some of the following)
• Leads program development, organization, execution and on-site management, which includes preparing and managing program timelines and determining effective meeting locations
• Assists with proposal development and budget creation for clients
• Manages multiple budgets for meetings and assesses any change in scope against contractual agreements
• Responsible to ensure assigned programs are conducted within the defined budgeted parameters, and must manage expectations accordingly
• Suggests and implements alternative solutions to problems with timelines, schedules, resources, budgets, and takes corrective action when necessary
• Responsible for sourcing location of program and make recommendations on location based on cost and program objectives. Negotiates and executes contracts with hotels and vendors
• Provides sponsors with final budget analysis as needed
• Develops program agendas, timelines, program and print materials
• Creates meeting specifications and works directly with hotel to ensure accurate food & beverage, meeting room setup and guest room arrangements
• Submits audio visual & travel profiles
• Facilitates program planning calls with sponsors and internal project teams
• Manages registration, housing, air and/or ground transportation arrangements and reporting
• Onsite meeting facilitation
• Hotel venue sourcing
• Constructs customized websites for meetings as needed
• Compiles meeting reports using web-based meeting management tool
• Performs calculations, reports, produces moderately complex word processing, spreadsheet and presentation documents
• Approves all on-site meeting materials for print to include; welcome letters, participant lists, agendas, reimbursement forms, etc.
• Oversees packing and shipping of meeting materials
• Save all project-related documentation in job tracking and/or shared drive following meeting execution
• Must be able to manage multiple meetings simultaneously while continuing to work within established deadlines
• Assists in training of new Program Specialists
• Knowledge of global regulatory guidelines established in the pharmaceutical industry (PhRMA, ABPI, MDEON, CNOM)
• All other tasks as needed and approved by manager

Minimum Requirements

- College Degree
- 5-7 years Meeting & Event Experience
- Global meeting management and hotel negotiation skills preferred
- Proficiency in Microsoft Office applications; heavy emphasis in Excel
- Moderate travel may be required including weekends (up to 50%)
Organizational Skills
• Can use resources (people, material, support) effectively and efficiently
• Can perform multiple tasks at once
• Arranges information in a useful manner
• Keeps files organized and up-to-date
Process Management
• Ability to learn and follow established process and procedures
• Prioritizes work and asks for direction when overwhelmed or uncertain
• Understands how to separate and combine tasks into efficient work flow
• Familiarizes and adapts to each client's process
• Produces accurate work, even when under pressure
• Completes work accurately in a timely manner
• Checks the accuracy of information before using or passing on to others
Taking Direction
• Practices attentive and active listening
• Flexible and adaptable
• Drive for results
• Demonstrates good follow through
• Takes ownership of assigned responsibilities

EEO Statement

Syneos Health is an Equal Opportunity Employer that values the strength that diversity brings to the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, veteran status, genetic information or any other protected status. If you require accommodation due to a disability in order to complete the application process, please contact our EEO Administrator at 781-425-4600 or by email at




Texas [TX]

Interested in Syneos Health? Get In Touch