Event Planner

Pri-Med is seeking an Event Planner to help deliver high-quality, in-person continuing medical education (CME/CE) conferences. Reporting to the Director of Event Operations & Attendee Experiences, this role is responsible for managing meeting logistics and ensuring a seamless experience for faculty, attendees, exhibitors, and vendors. As a key member of the Operations team, you will coordinate and execute all aspects of event planning, including venue management, vendor coordination, on-site logistics, and post-event reconciliation.

Success in this role requires exceptional organizational skills, strong attention to detail, and the ability to thrive in a dynamic, fast-paced environment while delivering outstanding event experiences.

This position is based in Boston and offers a hybrid work schedule, with in-person office days on Tuesdays and Thursdays. Our office is conveniently located in Boston’s Back Bay, directly across from the Prudential Center.

• Own end-to-end event planning and on-site execution of Regional In-Person Conferences.
• Manage event budgets and operational expenses, including forecasting, invoice processing, reconciliation, and identifying cost-saving opportunities while maintaining budget accuracy.
• Analyze post-event reports and attendee feedback, providing recommendations.
• Support logistics planning for annual conferences, including catering, internet, electrical services, security, and first aid requirements.
• Provide on-site event support for up to 5 Annual Conferences, including travel.
• Coordinate all freight and shipping logistics to ensure timely delivery of event materials.
• Assist with staff travel arrangements, hotel room assignments, and event staffing schedules for annual conferences.
• Review and proofread marketing materials to ensure event details are accurate and consistent across communications.
• Support the fulfillment and distribution of promotional items, educational materials, and sponsor deliverables featured at events.
• Help create a seamless, engaging, and positive experience for attendees throughout the event.
• Support organizational sustainability initiatives by collecting and accurately entering event-related data into the Honeycomb platform.
• Collaborate with cross-functional teams, including Marketing, Sales, Finance, Education/Content, and Client Services, to ensure successful event execution.
• Develop and maintain strong relationships with key vendors and partners, including hotels, venues, audiovisual providers, and general contractors, serving as a primary point of contact to ensure high-quality service, timely communication, and accountability.
• Travel domestically to support 5-8 events annually.

• Bachelor’s degree or equivalent with minimum 3 years’ experience in trade show, meeting planning or event operations management.
• Knowledge of continuing medical education programs is a plus.
• Excellent verbal and written communication skills, including the ability to interact across all levels of an account.
• Outstanding customer service, problem resolution and follow up skills.
• Ability and willingness to make decisions in a fast-paced environment.
• Exceptional attention to detail while maintaining adherence to deadlines.
• Ability to maintain a superior level of professionalism while dealing with both anticipated and unexpected needs.
• Strong attention to detail with exceptional organizational skills.
• Proven ability to manage multiple projects and shift priorities as needed.

• We promote work/life balance by offering flexible work schedules, Summer Fridays, Winter Vacation, and paid parental leave.
• Boston-based applicants:
  Flexible work-from-home schedule, with in-person office days on Tuesdays and Thursdays.
• Health Benefits:
  
  medical, dental & vision, plus a wellness program, which allows employees to earn up to $1,100 per calendar year to help offset the cost of health insurance.
• 401k with generous company match.
• Student loan debt contributions.
• Flexible spending accounts, commuter benefits, pet insurance, disability & life insurance.
• We give back by hosting donation drives and providing volunteer opportunities for our employees.

Diversity is a priority for us. We provide equal employment opportunities to all employees and applicants for employment without regard to race, religion, national origin, age, disability, sexual orientation, gender identity, or gender expression.