Lead Event Planning Specialist; Hybrid

Overview

The Lead Event Planning Specialist is responsible for planning and executing a wide range of high-impact meetings and events that align with divisional goals and budgets. The role owns end-to-end event management from strategy, budgeting and logistics to stakeholder engagement and post-event evaluation, delivering seamless, engaging experiences for audiences of 20 to 500 participants. This individual collaborates cross-functionally, manages vendors, and multiple concurrent programs, ensuring compliance with processes while driving continuous improvement in meeting planning practices.

• Execute meeting planning strategy and cadence in alignment with divisional goals and budget.
• Develop and manage all aspects for assigned divisional meetings, ranging from 20 to 500 people and including leadership meetings, product launches, area meetings, council meetings, special events, etc.
• Coordinate all event details, which include but are not limited to event budgeting, attendee communications, invitations, registration, air and ground travel, hotel accommodations, rooming list management, agenda development, food and beverage, audio-visual, amenity selection, site inspections and selection, billing reconciliation, program evaluations and follow-up with minimal direction.
• Create program budgets, control documents and tracking information for every program. Complete all required documents and follow policies and procedures to ensure compliance and continuity of all programs.
• Define appropriate budget with financial partners and execute within that established budget. Ensure timely and accurate reconciliation of all invoices.
• Collaborate across groups, divisions and business units for division meetings (e.g., national sales meeting, mid-year meetings, etc.) as instructed by leadership.
• Partner with stakeholders on their event planning needs and budgets, working with internal partners to execute.
• Deliver attendee experiences that generate high levels of engagement, in-person and/or virtually.
• Manage multiple meetings simultaneously that may be occurring at the same timeframe.
• Willingly support other team members in the execution of meetings, and pitch in where needed to support with pre‑event tasks and assistance onsite.
• Manage vendors and external partners with clear communication and instructions to support event execution.
• Contribute to processes, systems and tools for effective meeting planning and evaluation across the division.
• Assist in event planning, execution, and facilitation as needed for all other Customer and Employee Engagement functions (Internal Meetings and Events, Employee Engagement, Customer Engagement).
• Evaluate attendee and stakeholder feedback to provide recommendations for future program enhancements or changes.
• Keep current with internal and external meeting trends to foster high attendee engagement and interaction.
• Medical liaison, planning and execution for cross‑divisional meetings.
• Manage additional strategic projects as assigned by manager.
• Mentorship of admins supporting the DLT. Instruct on how to plan meetings of 20 or fewer for the DLT.

• Bachelor’s degree required.
• 4+ years of experience in meeting, conference, or special event planning.
• Proven experience managing multiple, concurrent meetings, including back‑to‑back programs.
• Ability to travel domestically and internationally up to 50%.
• Strong verbal, written, presentation, and interpersonal communication skills, with the ability to tailor messaging to different audiences.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint); experience with Marketo, SharePoint 365, Zoom, Teams, or similar platforms preferred.

• Demonstrated ability to manage multiple projects simultaneously while meeting deadlines in a fast‑paced environment.
• Exceptional attention to detail, organization, and time‑management skills.
• Experience negotiating contracts with hotels and external vendors.
• Ability to build and maintain strong relationships with internal stakeholders, colleagues, and external partners.

• USN: $69,500 - $110,900 USD Annual

Health benefits include:
Medical and prescription drug insurance, dental insurance, vision insurance, critical illness insurance, accident insurance, hospital indemnity insurance, personalized healthcare support, wellbeing program and tobacco cessation program.
Financial benefits include:
Health Savings Account (HSA), Flexible Spending Accounts (FSAs), 401(k) plan, Employee Stock Purchase Plan (ESPP), basic life and AD&D insurance, and short‑term disability insurance.