Meeting Planner (Medical Communications)

Company

hirify.global is an agency that builds expert teams to support the commercialization and patient access of new medicines.

What you will do

• Manage end-to-end logistics for investigator meetings, advisory boards, symposia, congress activities, and web-based teleconferences.
• Coordinate site research, invitations, registration, travel, accommodations, production, audiovisual services, catering, transportation, and onsite operations.
• Manage budgets, cost projections, contracts, payments, scope changes, closeout activities, reconciliations, and post-meeting reporting.
• Serve as the client-facing liaison, providing status updates, recommendations, and accurate communications to clients, attendees, vendors, and internal stakeholders.
• Develop and oversee meeting materials and provide final approval for deliverables.
• Maintain audit-ready documentation and ensure compliance with Sunshine Act reporting, the PhRMA Code, client rules, and applicable US country-specific requirements.

Requirements

• Bachelor’s degree in Business, Hospitality, Communications, or a related field preferred, with 2+ years of industry-specific meeting planning experience preferred.
• Experience coordinating meetings with a focus on client relationships, budgeting, vendor management, and financial processes.
• Proficiency in Cvent and Microsoft Office, including advanced Excel skills.
• Knowledge of hotel, restaurant, and travel logistics; international experience is preferred.
• Ability to work independently, follow planning SOPs, manage multiple programs, negotiate, and handle ambiguity with minimal supervision.
• Ability to travel onsite as needed for more than 25% of the role, including occasional weekends and extended trips of up to one week; occasional nonstandard work hours may be required.

Nice to have

• International meeting planning experience.
• Experience in hotel, restaurant, and travel logistics.
• Bachelor’s degree in Business, Hospitality, Communications, or a related field.

Culture & Benefits

• Collaborative work across departments and with clients, vendors, and external partners.
• Culture centered on respect, professionalism, integrity, confidentiality, and accountability.
• Solutions-focused environment with emphasis on mutual support and accurate execution.
• Estimated salary range of $65,000–$95,000 per year, with final compensation based on qualifications, experience, and position requirements.