Meeting Planner
Corporate Pharmaceutical Meeting and Events

New Brunswick, NJ


We are looking for a Meeting Planner to join our dynamic team within our Corporate Meeting and Incentive division, specializing in the pharma, biotech, and life science industry. Responsible for owning the delivery of assigned Incentive and Meeting programs from contract signature to completion.  Must be able to multi-task, establish priorities and work independently in an active office (or remote) environment.  Must possess a strong sense of professionalism and ability to work in a team environment.


  • Responsible for comprehensive project management of various meetings and events for assigned clients including:

o   Recommending and finalizing site selection

o   Contract negotiation defining the scope of each meeting/event

o   Developing and adhering to budgets for each event

o   Management of all Vendor deposits

o   Provide Room Block Management as applicable

o   Food and beverage menu planning for all meals and snacks provided at each event

o   Coordinates Audio-Visual needs

o   Coordinate transportation arrangements for all participants in the most cost-effective and efficient manner inclusive of air travel and transport between home, airports, and venue

o   Recommend and arrange entertainment, recreational activities, and décor/accessories to support successful events

o   Manages On-site operations including hospitality desk and on-site staff during events from pre-open to post-close

o   Post-event evaluations and reporting

o   HCP’s Compliance and reporting

o   Overall management of the project timeline

  • Establishes personal rapport with client representatives as assigned to develop professional relationships and gain clear understanding of client needs and expectations.
  • Oversee all meeting communications and meeting materials inclusive of invitations, confirmations, agendas, briefing books, meeting-specific contents materials, promotional materials, etc. as required per event
  • Perform site inspections as required to ensure selected venues can meet client requirements
  • Conducts vendor sourcing including identification, negotiation, and contracting to meet specific client requirements
  • Manage relationships with vendors, hotel staff, and other partners to ensure delivery of services as defined by client requirements
  • Engages appropriate speakers as required for meetings
  • Maintain knowledge of industry trends and best practices to enhance meeting and event quality
  • Travel on-site for assigned programs, acting as a member of the on-site team and collaborate with on-site Lead Travel Director.
  • Creation and distribution of onsite Project Briefing for Staff


  • Minimum of 3 years background in pharmaceutical meetings and event industry
  • Excellent verbal and written communication skills, problem solving skills, and attention to detail
  • Ability to prioritize and multi-task
  • Adaptability
  • Comfortable working in a deadline driven environment
  • Possesses a service mindset and works with the client’s needs in mind
  • Effective communication with colleagues and vendors
  • Intermediate level of proficiency in Microsoft Office Suite
  • Demonstrates expertise in all facets of site selection including researching venues, negotiating with vendors, and monitoring contracts
  • Willingness and ability to travel domestically and internationally for business purposes

Nice to have:

  • Second language
  • Resident of New Brunswick, NJ

Competitive salary and  health insurance

Interested candidates should include a cover note, be sure to include desired salary to be considered.