Associate Meeting Planner / Meeting Planner

About the Opportunity

We are seeking a highly organized and motivated Meeting Planner to support the execution of advisory boards, executive one-on-one meetings, and congress-related activities. This role is ideal for someone who is looking to build experience in high-touch, client-facing meetings within a fast-paced environment.

This position is focused on logistics coordination and execution, working closely with senior planners and client services leads. The ideal candidate is detail-oriented, responsive, and able to take direction, while also being comfortable managing responsibilities independently when needed.

Responsibilities

• Support the planning and execution of a range of pharmaceutical meetings, including but not limited to live and virtual advisory boards, investigator meetings, executive one-on-one meetings, congress-related activities, internal planning meetings, and select patient or advocacy-focused engagements
• Coordinate all program logistics, including venue sourcing, hotel accommodations, ground transportation, meeting space, F&B, AV, material printing and shipping
• Manage meeting budgets, ensuring programs are planned and executed within approved financial parameters
• Own financial reconciliation and closeout of programs, including receipt/invoice review, budget tracking, and final reporting
• Develop a working knowledge of pharmaceutical compliance guidelines, including meal thresholds, attendee management, and TOV (Transparency of Value) reporting requirements, ensuring all programs are executed compliantly
• Support HCP fee-for-service processes, including coordinating honoraria, expense reimbursement, and required documentation in alignment with compliance and financial guidelines
• Partner with external vendors (hotels, AV, transportation, production, etc.), ensuring deliverables, timelines, and service expectations are met
• Maintain detailed project timelines, trackers, and planning documents to ensure deadlines are met
• Prepare meeting materials, including agendas, attendee communications, and onsite documentation
• Collaborate with internal teams (Client Services and Finance) to ensure seamless execution
• Participate in client calls as needed, presenting professionally while supporting senior team members
• Facilitate virtual programs as needed, including managing platforms, coordinating speakers, and ensuring a seamless attendee experience
• Travel to support on-site execution of meetings and events (approximately 35%, including occasional international travel)

 Qualifications

• Bachelor’s degree in Business, Hospitality, Communications, or a related field preferred
• 1–2 years of meeting planning, event coordination, or related experience, preferably within a pharmaceutical, healthcare, or agency environment
• Strong organizational skills with exceptional attention to detail and accuracy, including the ability to manage multiple programs simultaneously
• Highly collaborative team player with the ability to take direction while also working independently and taking ownership of assigned programs
• Strong communication skills (written and verbal), with a professional presence in both internal and client-facing interactions
• Proficiency in Microsoft Office, particularly Excel, with the ability to manage budgets, track expenses, and analyze program financials
• Experience with Cvent or similar event management platforms preferred; or ability to quickly learn new systems and internal tools
• Ability to work within defined processes while managing shifting priorities in a fast-paced environment
• Analytical and process-driven mindset, with strong problem-solving skills and the ability to identify and resolve issues proactively
• Demonstrated ability to manage logistics and vendor coordination across multiple programs simultaneously, with the ability to prioritize competing deadlines and shifting priorities
• Basic understanding of pharmaceutical compliance (e.g., HCP engagement, meal thresholds, TOV reporting) is a plus, or the ability to learn quickly
• Ability to travel as needed, including occasional weekends
• Flexibility to work nonstandard hours as required based on program timing, deadlines, and client needs
• High level of integrity, accountability, and professionalism in handling sensitive information and financial processes

 *This job requires applicants to hold valid government-issued documents required for domestic and international travel.

The estimated salary for this position and similar roles Citrus may consider for applicants ranges from $55,000 to $75,000 per year. This is the approximate pay range that Citrus anticipates it will pay for this and similar positions at the time of this posting. Citrus is committed to offering fair and competitive pay for all employees; consistent with applicable law, final compensation will be determined based on the applicant's skills, qualifications, and experience, along with the position's requirements. Citrus reserves the right to modify this pay range at any time.