EVERSANA INTOUCH™ is a leading full-service, global healthcare agency serving the life sciences and pharmaceutical industries. We provide next-generation creative and media services, enterprise solutions and data analytics services for clients.   

We combine the power of world-class creative and digital teams with deep market access, payer, and healthcare communications expertise to provide innovative solutions to life science companies that want to connect with consumers, healthcare professionals, and payers.    

We get fired up when people talk about getting—and staying—healthy. That’s where we find our inspiration: in the very human experiences of patients, doctors, and even each other. Then, we collaborate on ways to make caring for one’s health more achievable, connecting patients and physicians with the information and tools they need.   

And as a part of EVERSANA, a pioneer in next-generation commercial services, we connect dots that other agencies can’t, helping drive commercialization success.   

Our eight affiliates within the EVERSANA INTOUCH Network include EVERSANA INTOUCH Solutions, EVERSANA INTOUCH Proto, EVERSANA INTOUCH Seven, EVERSANA INTOUCH Oxygen, EVERSANA INTOUCH Engage, EVERSANA INTOUCH B2D, EVERSANA INTOUCH Media, and EVERSANA INTOUCH International.    

Across our growing organization, we embrace diversity in backgrounds and experiences. Improving patient lives around the world is a priority, and we need people from all backgrounds and swaths of life to help build the future of the healthcare and the life sciences industry. We believe our people make all the difference in cultivating an inclusive culture that embraces our cultural beliefs.  We are deliberate and self-reflective about the kind of team and culture we are building. We look for team members that are not only strong in their own aptitudes but also who care deeply about EVERSANA INTOUCH, our people, clients and most importantly, the patients we serve.   

WHAT DOES A MEETING PLANNER DO?

The Meeting Planner is responsible for assisting in the planning and execution of virtual and live events. He/she will provide customer service to field sales teams and healthcare professionals as the primary liaison in coordinating educational speakers bureau meetings. The Meeting Planner may also assist with additional types of meetings including advisory boards, training meetings, product theaters/symposia, and national sales meetings and POAs. The Meeting Planner should be highly motivated and able to succeed in a dynamic environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Assist in the coordination of all program logistics, including but not limited to venue/site selection, contract negotiations, travel, food and beverage, meeting room sets, audio-visual, rooming lists, and ancillary vendors (ie, entertainment, activities, décor, and/or photographer)
• Responsible for audience generation (recruitment) and attendee data management, including post-meeting compliance Sunshine Act reporting
• Process and manage healthcare professional payments and vendor invoices
• Update templates and meeting materials containing program information and coordinate distribution to all targeted attendees according to timelines and client standards
• Coordinate outsourced air or ground transportation arrangements for attendees, faculty, client, and staff and update and manage an accurate Arrival and Departure manifest (as needed)
• Work with internal departments to ensure timely coordination and appropriate planning
• Maintain ongoing dialog with manager and project team throughout life of the program to evaluate progress and respond to any changes in the scope of the program 
• Onsite: work as part of the meeting services team to coordinate meeting logistics/activities with Client Services, venue, and vendors and offer assistance to team members
• Work within and manage assigned and budgeted labor hours by job and position level, to ensure minimum standards of job profitability
• Maintain and/or exceed minimum billable utilization percentages for position level

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

EXPECTIONS OF THE JOB:

Our employees are tasked with delivering excellent business results through the efforts of their teams.  These results are achieved by:

• Having a positive, solutions-oriented attitude
• Planning, organizing, and coordinating various projects, programs, and services
• Having excellent written and verbal communication and organizational skills with strong attention to detail
• Working with confidential and sensitive corporate, client, and employee information and must conduct him or herself accordingly
• Displaying professionalism at all times
• Demonstrating a sense of urgency to obtain results
• Demonstrating ownership and accountability for all agency procedures and workflow
• Attending multiple internal meetings with client services, meeting services, traffic, and other key personnel to discuss project status, etc.
• Ensuring the highest standards of quality control of client materials and, as appropriate, develop best practices protocols for project teams to facilitate such quality control
• Demonstrating the ability to manage assigned projects with minimal but appropriate supervision
• All other duties as assigned

Additional expectations:

• Travel may be required up to 20%
• Hours: 40 per week, Monday through Friday
• Required to be available to work outside the company’s standard work hours, including evenings and weekends
• The ability to maintain flexibility and teamwork in a fast-paced, demanding work environment
• Adheres to and awareness of PhRMA, FDA, OIG, ACCME, and ADA guidelines

The above list reflects the general details necessary to describe the expectations of the position and shall not be construed as the only expectations that may be assigned for the position.

An individual in this position must be able to successfully perform the expectations listed above.

WHAT ARE WE LOOKING FOR?

The requirements listed below are representative of the experience, education, knowledge, skill, and/or abilities required.

Education or Equivalent: (Minimum required to perform job)

• Bachelor’s’ degree or equivalent experience in a similar work environment
• Minimum 2 to years meeting planning experience in a medical communications agency, executing meetings for pharmaceutical field sales teams and/or healthcare providers in a live, virtual, and hybrid environment
• Pharmaceutical industry background preferred

Knowledge/Skills Requirements:

• Proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook) and DocuSign
• Knowledge of speaker bureau portal programs
• Experience with Cvent® (online event registration management system)
• Experience with other web-based registration systems
• Awareness of hotel, travel, and event planning industry
• Well versed in a variety of virtual formats and systems (Zoom®, Adobe Connect®, Teams®, etc)
• Ability to work independently on assigned projects
• Ability to prioritize, multitask and work on numerous meetings simultaneously
• Ability to take direction and apply appropriately to the execution of ongoing projects
• Experience processing AMEX reconciliation and payment submissions
• Experience and ability to travel to meetings in the US

Department AMEX reconciliation and payment submissions 

Proficient in Microsoft Office and DocuSign. 

Knowledgeable of Speaker Bureau portal programs

OUR CULTURAL BELIEFS:

Patient Minded I act with the patient’s best interest in mind. 

Client Delight I own every client experience and its impact on results. 

Take Action I am empowered and empower others to act now. 

Grow Talent I own my development and invest in the development of others.  

Win Together I passionately connect with anyone, anywhere, anytime to achieve results. 

Communication Matters I speak up to create transparent, thoughtful and timely dialogue. 

Embrace Diversity I create an environment of awareness and respect. 

Always Innovate I am bold and creative in everything I do.

From EVERSANA’s inception, Diversity, Equity & Inclusion have always been key to our success. We are an Equal Opportunity Employer, and our employees are people with different strengths, experiences, and backgrounds who share a passion for improving the lives of patients and leading innovation within the healthcare industry. Diversity not only includes race and gender identity, but also age, disability status, veteran status, sexual orientation, religion, and many other parts of one’s identity. All of our employees’ points of view are key to our success, and inclusion is everyone's responsibility.

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