Meeting Planner

  • HLX
  • Aug 31, 2022
Full time Other

Job Description

HealthLogiX (), a Parsippany, NJ based full service Medical Education Company is seeking a Meeting Planner to join its growing team. The Meeting Planner is responsible for managing meeting planning and logistical elements for thought leader engagement meetings, advisory board meetings, NON-CME events, symposia, webinars, and other medical meetings. Example responsibilities include, but are not limited to, the following: site selection, contract negotiation, food and beverage, travel, vendor negotiations, on-site management, post-meeting follow-up, budget reconciliation. Travel will be required with this position. Meetings may be live or virtual.

HealthLogiX offers a great benefits package and many opportunities for career advancement.

Role Responsibilities

  • Client interaction on logistical needs for advisory boards, congresses, events, etc.
  • Partner with internal project lead to ensure client requirements are met
  • Sourcing/management of locations and on-site vendors (hotel, ground/air transportation, Audio visual equipment, production, on-site staff, etc.)
  • Database and list management, status updates on progress
  • A good understanding and adherence to pharma/client compliance guidelines; liaison with compliance partners (Sunshine reporting)
  • Location/site visits prior to meetings
  • Logistical reconciliation with vendors and final reports to project lead


  • Education: Bachelor s degree
  • 2+ years of meeting planning experience in a medical/healthcare communications, pharmaceutical marketing environment
  • Comprehensive understanding of event-planning, hotel, air travel industries
  • Experience with the coordination & planning of industry programs of all sizes (Non CME symposia, advisory boards, webinars, broadcasts, exhibit booths, teleconferences, etc.)
  • Interact effectively with clients, faculty, vendors, and internal teams
  • Individuals must be skilled at managing multiple projects at one time, making sure deadlines are met and budgets are maintained
  • Hotel, Restaurant, Travel experience +
  • CVENT experience +
  • Audio Visual basic knowledge +

Physical Responsibilities

  • Frequent Travel (overnights will be required)
  • Availability to work in Parsippany, NJ office as needed (position primarily remote)