(Medical) Meetings & Event Planner

Remember to check your CV before applying Also, ensure you read through all the requirements related to this role.

• Who we are :

Since 2004, Focus Medical Communications has served as a boutique healthcare communications company. We represent leading non-profit foundations and clients specializing in Chronic Liver Disease, Gastrointestinal Health, and Rheumatology. Focus delivers unparalleled excellence in managing a wide array of projects and programming to educate healthcare professionals who specialize in these therapeutic areas.

• Job Summary :

Under the guidance of an executive program director, the associate project manager will assist with the overall planning and execution of meeting and event logistics. Their tasks include venue sourcing and contracting, food and beverage selection, making travel arrangements, developing event marketing materials, sending speaker communications, coordinating AV equipment, spearheading event recruitment and registration, enduring / online education, updating program and event websites, traveling to facilitate events, and reconciling program expenses.

• Individuals must be local and be able to report to our office in East Hanover, New Jersey. Willingness to travel domestically is required.
• Key Responsibilities :

1. Project Planning, Event Coordination, Facilitation, and Moderation :

• Source and contract venue meeting space and arrange food & beverage for events.
• Coordinate AV equipment and ensure all technical needs are met.
• Prepare, assemble, and ship program materials to conferences and events.
• Facilitate and moderate virtual meetings and planning calls, occasionally after business hours.
• Travel domestically to assist in managing on-site event logistics.
• Projects include but are not limited to pharmaceutical meeting series (live and virtual), conferences (national & regional), symposia, virtual broadcasts, webcasts, advisory board meetings, and journal publications.

2. Communication, Marketing, and Recruitment :

• Collaborate with IT and / or the Creative Team to develop program marketing materials (invitations, flyers, meeting handouts, event marketing, recruitment materials, website banners, etc.).
• Coordinate event communications, advertising, emails, mailings, invitations, and social media schedules.
• Spearhead event recruitment and registration, ensuring broad and effective outreach.

3. Speaker and Attendee Management :

• Book travel (air, ground, hotel) for speakers and create detailed travel itineraries.
• Send and track communications with speakers and attendees, including invitations, confirmations, and reminders.
• Collect necessary speaker documents (disclosure, W9, bio, headshot).

4. Manage Continuing Medical Education (CME) Review and Approval Process :

• Create CME checklists and manage the CME review process as assigned.
• Send program materials to the CME team for accreditor review and approval

5. Administrative and Financial Tasks :

• Enter honoraria payments into QuickBooks.
• Complete “outcomes reports” as assigned.
• Adhere to program budgets throughout pre-planning, meeting execution and post-event reconciliation
• Collect and file related program receipts and invoices

6. Project Management :

• Manage timelines and ensure the completion and accuracy of all assigned program deliverables.
• Promote enduring deliverables (i.e., webcasts, publications, etc.).
• Continuously prioritize and re-prioritize tasks in response to urgent client requests and new project awards.
• Our ideal candidate :
• Bachelor’s degree
• Successful background in
• pharmaceutical project management and / or meeting planning
• preferred (0 – 3 years),
• but newly graduated job seekers are encouraged to apply
• Proven experience or relevant coursework in event planning, project management, or a similar role.
• Detail oriented with strong organizational, multitasking, and time management skills to prioritize and meet deadlines.
• Excellent communication and interpersonal skills.
• Ability to handle high-stress situations and manage multiple priorities.
• Willingness to travel domestically and work flexible hours as needed.
• Ability to adhere to strict timelines and budgets
• Demonstrates excellence in providing outstanding customer service
• Thrives in a fast-paced environment with the ability to work independently and as a member of a team
• Proficiency in Microsoft applications
• Work Environment
• This is a full-time position in a professional office environment based in East Hanover, NJ.
• Regular interaction with internal staff, healthcare professionals, and external clients.
• Physical demands include prolonged periods of sitting and computer use, and occasional domestic airline travel.
• What we offer :
• Competitive salary (depending on experience)
• Company-sponsored health plan
• Health Savings Account
• Vision Plan
• Dental Plan
• Life Insurance
• 401K Plan Retirement Savings Plan
• Bonus-eligible, based on top individual performance and company results
• Comp time offered for overnight travel on weekends
• Salary requirements / expectations are required to be considered for the position. Therefore, please submit your salary expectations when applying.

Job Type : Full-time

Pay : From $52,000.00 per year

Benefits :
• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience :

• Events management : 2 years (Preferred)
• Customer service : 2 years (Preferred)

Work Location : In person