Cadence is a healthcare communications and research agency focused on helping patients by providing our clients with greater awareness, knowledge and understanding of their markets. We offer services in three critical areas: Market Research, Medical Communications and Market Access. Our innovative approach to project work leverages our capabilities across all three practice areas to drive efficiencies and deeper insights for all our clients.

We offer a fun environment with excellent benefits that include medical/dental insurance and 401(k). We work hard but enjoy our chosen careers and our company.

This is a full-time position. The ideal candidate is an energetic, creative individual with a strong work ethic and high standards, who cares deeply about providing concierge-level customer service. Meeting Planners must work efficiently on several projects simultaneously, have strong time management skills and maintain enthusiasm in a constantly changing environment. Meeting Planners should have exemplary communication skills for extensive interactions with clients, team members, and vendors. Candidates must exercise careful attention to detail, particularly in planning and reconciling project budgets and other financial records for accounting and compliance.

A Meeting Planner must be able to anticipate project needs, discern work priorities, meet deadlines, and be willing to work occasional evenings and weekends. This position would require 25% travel, which would primarily occur over weekends.

Primary Responsibilities:

Meeting Planning

• Provide superior client support and onsite management for all assigned meeting projects.
• Research, negotiate, and secure location contracts, and serve as liaison with location staff.
• Order onsite meeting materials (food and beverages, signs, supplies, appropriate décor, and audiovisual equipment).
• Manage travel, lodging, and expenses for all participants travelling to meetings.
• Serve as liaison with vendors, Healthcare Professionals, and high-level clients on any meeting-related matters.
• Supervise on-site logistics (e.g., envelope stuffing, registration, welcome packets).
• Prepare meeting materials (e.g., nametags, materials, packages, registration lists, seating charts, welcome packets).
• Travel to meetings and manage all logistics onsite, including domestically and internationally, and work additional time as needed.

Meeting Administration

• Schedule and lead conference calls with clients for project updates.
• Develop task lists and timelines for projects to guarantee that objectives and milestones are met.
• Develop and maintain strong and trustworthy relationships with clients and vendors.
• Adapt to changing client procedures and processes.
• Monitor meeting finances (e.g., invoicing, travel costs, and reporting).
• Financially reconcile meeting for accurate and timely internal and external reporting.
• Submit accurate and timely honorarium & expense requests to accounting.
• Proactively seek out methods to improve self-performance and efficiency of operation tasks.

Qualifications:

• Completion of Bachelor’s degree in related field or equivalent work experience.
• Minimum of 2 years’ experience as a meeting planner, or a project manager in a corporate environment with logistics, travel and budget experience.
• Preferred experience in a healthcare-related field.
• Superior customer service ethic and highly professional expectations for quality.
• Excellent interpersonal communication skills, including writing, proofreading, and speaking both by telephone and in person.
• Ability to manage multiple projects and work assignments.
• Ability to accomplish projects with little supervision.
• Proficiency using current digital technology, including mobile computing, cloud-based tools, Microsoft Office, and mail merges; general internet search proficiency.

All your information will be kept confidential according to EEO guidelines.