Conference and Event Planner

• Support planning and execution for conferences, meetings and events, including stakeholder coordination, planning materials, calls, sponsorship support, hotel blocks, collateral and promotional items.
• Coordinate with external exhibit, promotional and printing vendors to deliver event needs within guidelines and budgets.
• Assist with event promotion coordination, including emails, landing pages and social media.
• Support customer-facing teams with attendee lists, CRM campaigns and meeting scheduler training.
• Assist with vendor, hotel, conference association, speaker and service provider coordination, including contract-related administration.
• Support development of programs, agendas, budgets and services based on host requirements and budget parameters.
• Build and update Cvent registration sites and assist with registration and attendee communications.
• Maintain event records and financial details, including invoice tracking, payment support and budget documentation.
• Coordinate with GCC&M Centers of Excellence on event goals, timelines and deliverables.
• Coordinate audio-visual, transportation, displays and other event requirements.
• Support evaluation of service providers by gathering information and comparing options.
• Prepare and distribute event reports, updates and materials.
• Assist with post-event summaries, budget recaps and participant feedback.
• Coordinate internal team meetings and events, both in person and virtual.
• Support financial administration, including POs, invoices, budget tracking, monthly accruals and reconciliation.
• Travel up to 25% to support annual sales meetings, conferences and events onsite.

• Bachelor's degree in hospitality, business, communications or related field.
• 2-3 years of conference, meeting or event planning experience.
• Healthcare, CRO or biopharmaceutical services experience preferred.
• Strong organizational and time management skills.
• Proficiency in Microsoft Excel, PowerPoint and Word.
• Experience with Cvent or similar event management tools required.
• Experience with Trello or similar project management tools preferred.
• Detail-oriented, with the ability to coordinate multiple tasks and 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.
• Able to communicate effectively with attendees, vendors and internal stakeholders in person or virtually.
• Flexible and adaptable in a fast-paced, dynamic environment.
• Able to work both independently on assigned tasks and collaboratively as part of a team.
• Equivalent experience, skills, and/or education will also be considered.

Demonstrates expertise in event planning and coordination, including proficiency in Cvent and project management tools like Trello. Strong organizational, communication, and problem-solving skills are essential for managing multiple tasks and collaborating effectively with stakeholders.

• Event Planning Experience
• Cvent Proficiency
• Microsoft Excel Proficiency
• Strong Communication Skills
• Budget Tracking Experience

• Event Planning
• Budget Management
• Contract Administration
• Invoice Tracking
• Registration Coordination
• Program Development
• Stakeholder Coordination
• Promotional Material Creation
• CRM Campaign Support
• Post-Event Evaluation

• Organizational Skills
• Time Management
• Problem-Solving Skills
• Interpersonal Skills
• Adaptability

• Healthcare
• CRO
• Biopharmaceutical Services
• Event Promotion
• Stakeholder Engagement

• Cvent
• Microsoft Excel
• Microsoft Power Point
• Microsoft Word
• Trello