3-5 years of experience
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Employment Type:
Full time
Job Category:
Associate Meeting Planner
(This job is no longer available)
Syneos Health | Dallas, TX
Grad Date

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Job Description


Assists in the planning and execution of pharmaceutical meetings. Takes more ownership of certain tasks related to meetings and provides assistance onsite. Creates and updates registration web sites, creates and modifies program reports, and provides support to the program manager.

Description of Duties

(Duties may include, but not limited to all or some of the following)
• Develops program agendas, timelines, program and print materials
• Arranges audio visual, food & beverage, room sets for dinners & receptions
• Staff lead on dinners and receptions
• Supports program planning calls with clients and internal project teams
• Manages registration, housing, air and/or ground transportation arrangements and reporting
• Onsite meeting facilitation
• Tracking and reconciling program budgets & entering final program spend into the spend management system
• Hotel venue sourcing
• Constructs customized websites for meetings
• Compiles meeting reports using web-based meeting management tool
• Performs calculations, reports, produces moderately complex word processing, spreadsheet and presentation documents
• Scrub, upload and manage client invitation lists to ensure complete contact information for potential attendees
• Create, prepare and send various meeting correspondence via email (save the dates and/or meeting invitations)
• Assists program manager with meeting recruitment via emails and follow up phone calls
• Interacts with external customers and vendors, assisting to expedite work activities
• Manages (Daily) invitation status in online meeting management database and master RSVP report
• Manages data entry and reports:
o Attendee profiles
o Travel itineraries
o Registration status
• Assist in obtaining W8/W9 forms and processing honoraria check requests
• Creates and prepares all on-site meeting materials for print to include; welcome letters, participant lists, hotel map, agendas, reimbursement forms, etc.
• Print, pack and ship meeting materials. Track shipment. Unpack and replace materials upon return.
• Order and manage supplies and materials needed for the meetings
• Complete and submit reimbursement forms to accounting (assures accurate charges against meetings)
• Save all project-related documentation in job tracking and/or shared drive following meeting execution
• Must be able to manage multiple meetings simultaneously while continuing to work within established deadlines
• Assist program managers in various ancillary pre, during and post meeting activities
• Provide on-site facilitation support and management of meetings
• Assists in training new Program Specialists
• Knowledge of global regulatory guidelines established in the pharmaceutical industry (PhRMA, ABPI, MDEON, CNOM)
• All other tasks as needed and approved by manager

Minimum Requirements

- College Degree
- 2-3 years meeting & event experience
- Proficiency in Microsoft Office applications; heavy emphasis in Excel
- Moderate travel may be required including weekends (up to 50%)

Key Competencies

Organizational Skills
• Can use resources (people, material, support) effectively and efficiently
• Can perform multiple tasks at once
• Arranges information in a useful manner
• Keeps files organized and up-to-date
Process Management
• Ability to learn and follow established process and procedures
• Prioritizes work and asks for direction when overwhelmed or uncertain
• Understands how to separate and combine tasks into efficient work flow
• Familiarizes and adapts to each client's process
• Produces accurate work, even when under pressure
• Completes work accurately in a timely manner
• Checks the accuracy of information before using or passing on to others
Taking Direction
• Practices attentive and active listening
• Flexible and adaptable
• Drive for results
• Demonstrates good follow through
• Takes ownership of assigned responsibilities

EEO Statement

Syneos Health is an Equal Opportunity Employer that values the strength that diversity brings to the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, veteran status, genetic information or any other protected status. If you require accommodation due to a disability in order to complete the application process, please contact our EEO Administrator at 781-425-4600 or by email at CorporateHumanResources@syneoshealth.com.




Texas [TX]

About Syneos Health

Why Syneos Health? Join a game-changing global company that is reinventing the way therapies are developed and commercialized. Created through the merger of two industry leading companies - INC Research and inVentiv Health - we bring together more than 21,000 clinical and commercial minds to create better, smarter, faster ways to get biopharmaceutical therapies to patients. Teaming with some of the most talented professionals in the industry, you'll gain exposure and work in a dynamic environment where you'll be supported with comprehensive resources including emerging technologies, data, science and knowledge sharing. Grow your career with a global company committed to shortening the distance from lab to life.