Senior Meeting Planner (Pharma Ad agency)

TL;DR

Senior Meeting Planner (Pharma Ad agency): Independently coordinating logistics for live and virtual healthcare events with an accent on compliance, vendor management, and attendee data accuracy. Focus on executing complex programs under Sunshine Act guidelines, managing budgets, and ensuring seamless event delivery in a fast-paced agency environment.

Location: Must be based in Chicago, IL, USA

Salary: $104,030 - $150,000 yearly

Company

hirify.global INTOUCH is a global, full-service marketing agency network serving the life sciences industry, integrated within a comprehensive commercialization platform.

What you will do

• Independently coordinate end-to-end logistics for live and virtual events, including venue selection, contract negotiation, and AV coordination.
• Manage audience recruitment and attendee data, ensuring strict compliance with Sunshine Act reporting requirements.
• Process healthcare professional payments and reconcile vendor invoices within mandated timelines.
• Prepare accurate attendee spend reports and maintain program materials according to client standards.
• Coordinate ground transportation and manage arrival/departure manifests for faculty and attendees.
• Collaborate with internal departments to evaluate program progress and adapt to scope changes.

Requirements

• Must be based in Chicago, IL, USA
• Minimum 2-3 years of professional meeting planning experience.
• Experience in a pharma advertising agency environment.
• Proficiency in Microsoft Office and web-based registration systems like Cvent.
• Knowledge of PhRMA, FDA, OIG, ACCME, and ADA compliance guidelines.
• Ability to travel for on-site meeting management as required.

Nice to have

• CMP Certification.
• Experience with virtual meeting platforms such as Zoom, WebEx, or On24.

Culture & Benefits

• Commitment to diversity, equity, and inclusion in the workplace.
• Focus on patient-minded innovation and client-centric results.
• Supportive environment emphasizing professional growth and talent development.
• Competitive salary and comprehensive benefits package.