Meeting Planner

At MJH Life Sciences our success is measured by your success! If you set your standards high and want to contribute to a winning team, we'll provide you with every opportunity to help grow our company and your career. Our associates come from all backgrounds, sharing one key quality: determination to succeed. We value being Service Focused, having a Passion for Winning, Innovation, Respect, Integrity, and Teamwork. Nothing means more to us than hiring people with these attributes. If you believe you're right for the job, this is the place to prove it!

Position Summary:

CMI is seeking an experienced meeting planner to provide logistical planning and support for its 22 state oncology society clients. The Meeting Planner will lead the planning for a portfolio of 12 state societies, managing an average of 30 events per year - from multi-day conferences to receptions, dinner symposia and board functions.

The ideal candidate should be able to adapt to changing priorities in a fast-paced environment, be organized; have proactive and positive communication skills; customer-service minded approach to work; maintain a high level of professionalism and responsiveness internally and externally; and a keen attention to detail.

DUTIES & RESPONSIBILITIES:

The duties and responsibilities include, but are not limited to:

• Negotiate meeting-related contracts with facilities and suppliers.

• Plan and facilitate logistics for all events, including contract negotiations, venue preparation, presentation materials, security, catering, entertainment, transportation, equipment, and marketing materials.

• Coordinate all assigned meetings from start to finish, including hotel contracts, vendor contracts, speaker management, travel management, rooming lists, event orders, on-site staffing, AV order, budget management, and processing invoices and expense reports.

• Organize pre-, on-site, and post-meeting activities including speaker arrangements, confirmations, handouts, badges, catering, room set-up, audio visual equipment and any special requirements.

• Provide on-site assistance to members, speakers, vendors, sponsors, and others.

• Oversee client experiences from conception through post-event review; manage on-site preparations, production, and event breakdown; and ensure consistent, high-level service throughout all phases

• Troubleshoot any issues that arise on event day and handle with integrity and respect.

• Review invoices, expense reports, and meeting materials for accuracy.

• Manage with speaker coordinator all faculty presentations and task management. CME experience a plus.

• Communicate regular updates within the department, across staff teams, and to external clients.

EDUCATION & EXPERIENCE:

• 7-10 years of meetings/conference experience, preferably for a medical professional association, association management firm, or hospitality industry;

• Certified Meeting Planner (CMP) preferred or Project Management Professional (PMP) with meeting and event experience.

SKILLS

• Strong project management skills; exceptional organizational skills and ability to work independently.

• Familiarity with best business practices and trends in the hospitality and meeting planning industry.

• Extensive knowledge and understanding of hotel, convention center, and vendor contract agreements.

• Ability to handle high-volume, production-based work environment, effectively managing deadlines and multiple priorities.

• Proficiency in Microsoft Office, specifically in Outlook, Word, PowerPoint and Excel required. Database experience helpful. Ability to learn new technology as required.

• Ability to prepare, justify and maintain meeting and event budgets.

• Problem-solving skills with the ability to make sound, prudent decisions.

• Ability to meet deadlines of assigned deliverables.

• Overnight and weekend travel is an essential function of this position; travel to on-site locations is estimated at 20%.

Skills and Knowledge- Proven ability to adapt to changing priorities in a fast-paced environment, organized; proactive and positive communication skills; customer-service minded approach to work; maintain a high level of professionalism and responsiveness internally and externally; attention to detail; proven ability to analyze data and present findings; knowledgeable in various software applications including MS Teams, databases; direct experience with Fonteva Events module strongly preferred; direct experience with hosting zoom meetings preferred; the ability to think, plan, and execute resourcefully both independently and as part of a team.

MJH Life Sciences provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. All employees of MJH Life Sciences are employed "At Will." This means that either the employee or the Company is free to end the employment relationship at any time, for any reason, with or without cause and with or without notice.