Director Meeting Planning

Company: Joul--
Location: Florham Park
Posted on: May 19, 2025

Job Description:

Job Title: Director, Meeting Planning (PERM)

Below covers everything you need to know about what this opportunity entails, as well as what is expected from applicants.
Location: US-NJ-Florham Park

Overview:
The Director of Meeting Planning works across all US departments and has direct responsibility and oversight of the Meeting Planning function which includes the execution, and management of all non-HCP, internal (onsite) and external (off-site) meeting planning activities.

This individual will bring subject matter meeting and event planning expertise to US, with responsibilities including both individual management of events as well as management of vendors (when appropriate) to ensure seamless execution of larger events, managing each meeting's budget, and executing each program on-time and within budget while ensuring events, meetings, and activities are compliant. This role requires significant relationship management of internal stakeholders, including interfacing with and supporting C-suite level executives and high-profile customers in appropriate engagements.

This role is considered pivotal to the success of the business by ensuring meaningful meetings are planned and executed flawlessly, thus enabling continuity of the business and encouraging strategic dialogue.

Detailed Description: Directly oversees and is responsible for the Planning, Management, Execution and Reconciliation of all US non-HCP meetings including but not limited to: National Sales Meetings
Launch Meetings
Corporate Town Halls
Corporate Events
External Congresses/Conferences and Meetings
C-suite Meetings
Medium to larger on-site and/or hybrid business meetings e.g., trainings/workshops, department/team offsite meetings, Team Building events, etc.


Serve as key project lead for US; this requires creation of and execution against a strategic plan for each event that includes (not an exhaustive list): Detailed event documents, including scope and strategy of the event
Venue/location sourcing and scoping, including cost proposals
Detailed budgets with vendors, costs, and expenses outlined
Responsibilities grid outlining choice of vendor(s) and roles
Full meeting agendas including a run of show and detailed schedules
Communication plan including internal stakeholder touchpoints, attendee management, and overall meeting organization
Rooming lists & travel manifestos including ground transportation, air/other travel, etc.
Event d--cor, ambience, banquet event documentation, meeting room and audio-visual equipment requirements, food/beverage requirements, and other pertinent needs
Guidance and details of operations of customer events and activities


Responsible for the establishment/negotiation of all meeting/event contract terms and conditions to minimize risk and cost
May provide professional guidance and contract support to additional contracts that do not require meeting planning assistance i.e., hotel/venue contracts for offsite meetings
Prior to each meeting, ensures that a formal meeting planning process and budget is in place and communicated to required stakeholders.
Develops, manages, and monitors detailed meeting planning budgets, contracts, billing, control documents, and financial data reports/analysis in a compliant and timely manner
Manages all activities and logistics associated with each meeting, including but not limited to: Managing external vendors, agencies, convention centers/hotels/venues etc.
Attendance management i.e., oversight of meeting planning event portal, CVENT, and all meeting requests, registrations, and communications
Manages and directs the installation and dismantle crews at off-site meetings and provides on-site support for all off-site meetings to ensure goals are met
Audiovisual and presentation management
Budget development and reconciliation
Program evaluations and follow-up


Serves as the key representative of US in the meeting to assist internal clients: Employees, executives, and customers.
Support ad-hoc meetings and events and procurement needs e.g., meeting favors and gift items as required
Dotted-line oversight of Administrative Assistant to support the administrative execution of specific Meeting planning tasks

Minimum Job Requirements
Qualifications Bachelor's Degree required
Minimum of 8-10 years of progressive experience in meeting/event planning in a corporate environment; Experience in pharmaceutical industry meeting management
Proven experience overseeing meeting and event management programs, resources, vendors and vendor staff for onsite, remote and hybrid meetings
Proven ability to manage span of control and resources for different types and sizes of meetings/events both independently and through a vendor
Experience overseeing meeting planning contracts and financial budgeting, expensing, and reporting
Experience working in a meeting planning portal (i.e., CVENT) and remote meeting platforms (i.e., Webex, Team) is highly preferred

Competencies Excellent project management, organization, and time management skills with the ability to simultaneously keep multiple projects priority and moving with multiple stakeholders
Flexibility and ability to successfully navigate and succeed in a rapidly changing, fast-paced, deadline driven environment with multiple priorities
Growth mindset with "can do" attitude and high emotional intelligence
Ability to problem-solve and develop solutions for routine day-to-day issues
Strong ability to influence laterally and vertically
Anticipates needs, proactively identifies solutions, and makes recommendations to key stakeholders
Strong interpersonal and relationship management skills with the ability to develop effective working relationships with multiple levels of management and across a range of functions
Advanced verbal and written communication skills, comfortable presenting to stakeholders and Senior Leadership

Other Requirements Must be willing to work flexible hours including occasionally weekends and evenings
Ability and willingness to travel approximately 30-50% of the year



Ref: #568-Clinical

Keywords: Joul--, New York , Director Meeting Planning, Executive , Florham Park, New York