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Sr. Events Planner


Dec 04, 2017

San Diego, CA

Temp To Perm

Agent: Quinn S.

Job #: 126156

Salary: Commensurate with experience.

Job Description

Agency in Pharma/Healthcare/Medical industry seeks Sr. Events Planner to plan and execute small and large meetings and events. The Sr. Events Planner will be responsible for updating internal systems in a timely manner and communicating program details to all necessary internal departments. On-site management and travel (about 30%) is required. 

Specific Duties, Activities, and Responsibilities: 

• Responsible for budget development and reconciliation of jobs to ensure minimum net and gross profit standards/requirements 
• Works within and manages to assigned and budgeted labor hours by job and position level, to ensure minimum standards of job profitability. 
• Maintains and/or exceeds minimum billable utilization percentages for position level 
• Responsible for managing the assigned project team in the planning of all program/meeting logistics including but not limited to venue/ site selection, contract negotiations, travel, food and beverage, meeting room sets, audio-visual, rooming lists, ground transportation, and ancillary vendors (i.e. entertainment, activities, décor and/or photographer) 
• Responsible for audience generation (recruitment) and attendee data management including post-meeting compliance Sunshine Act reporting. 
• Maintain ongoing dialog with supervisor and project team throughout life of the program to evaluate progress, and initiate scope change process, if necessary 
• Responsible for attending and participation in new project briefing and kick off meetings 
• Work on-site at small meetings independently or lead the logistics team at large meetings to coordinate meeting logistics/ activities with Client Services, venue & vendors and offer assistance to team members 
• Review and approve meeting specs from all perspectives such as attendees, vendors, etc., and offer recommendations to reduce costs. 
• Negotiate best available rates and contract terms with vendors and/or coordinate with Accounting. 
• Responsible for the oversight and management of program recruitment and attendee management 
• Customize template documents with program specific information and coordinate distribution to all attendees according to necessary timelines 
• Review and reconcile final invoices and pass-through cost reconciliation (on programs where assigned as lead planner) within mandated timelines 

Client Description:

We have a simple philosophy at Vitamin T: to personally place the best creative talent in the best jobs for the best companies. When you work for Vitamin T, you qualify for medical, dental and vision insurance after working only four consecutive weeks maintaining an average of 20 hours per week. If this job isn't the right fit for you, but you know someone who is, please pass this job posting on. We have a fantastic referral program that pays out in cash rewards! (


Education or Equivalent: (Minimum required to perform job) 
• 4-year college degree 
• 3+ years meeting and event planning experience 
• Pharmaceutical industry background highly desired 
• Hotel industry experience background a plus 

Knowledge/Skills Requirements: (List unique knowledge skills, or problem-solving requirements) 
• Excellent written and verbal communication, and organizational skills 
• Strong accounting and negotiation skills 
• Ability to prioritize, multi-task and plan numerous meetings simultaneously 
• Ability to take direction and apply appropriately to the planning and execution of on-going projects. 
• Ability to handle conflict, resolve problems and manage well in a dynamic environment 
• Ability to create realistic/ accurate budgets for new business proposals 
• Ability to manage advisory board meetings on-site (logistics only) and interact with the client directly 
• Knowledge of hotel, air travel and event planning industry 
• Ability to work independently on assigned projects 
• Ability to work directly with the client on logistics only projects 
• Direct experience working in the pharma industry 
• Experience and ability to manage and travel to meetings in the US and internationally 

Department Responsibilities:

  • Provides standard and customized reports to clients at specified intervals
  • Works with confidential and sensitive corporate, client and employee information and must conduct him or herself accordingly
  • Displays professionalism at all times
  • Demonstrates a sense of urgency to obtain results
  • Demonstrates ownership and accountability for all agency procedures and workflow
  • Attends multiple internal meetings with client services, meeting services, traffic and other key personnel to discuss project status, etc.
  • Ensure the highest standards of quality control of client materials and, as appropriate, develop best practices protocols for company project teams to facilitate such quality control
  • Proficient in Microsoft Word, Excel, Access, PowerPoint and Outlook
  • Experience with on-line registration systems preferably Cvent
  • Track and prepare accurate attendee spend reports to comply with the Sunshine Act guidelines
  • 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
  • Required to be available to work outside the company’s standard work hours including evenings and weekends
  • Travel required up to 30%, Office Setting 70%

Want more details about this and other San Diego, CA opportunities? Meet Quinn Sidon!

Sr. Events Planner - Questions