Sr. Meeting Planner

Job Title : Sr. Meeting Planner

Duration : 08 months (Possible Extension)

Work Location : Irvine, CA 92612

Schedule : Hybrid (Onsite Tuesday, Wednesday, and Thursday; Monday and Friday potentially remote).

Qualifications:

• Bachelor’s degree in business, communication, event management, or related field.
• Min 5 - 6 years of relevant event planning experience.
• Experience working within highly regulated industries related to life sciences (e.g., pharma, biotech, medical devices) would stand out.
• Strong proficiency in Microsoft Office suite and event management platforms.
• Willingness to work evenings or weekends if required for event execution.
• Familiarity with industry trends in event planning.
• Travel up to 35% is required.
• CMP preferred.

What are the top skills/experience required for this position:

• Meeting Planning
• Attention to detail
• Interpersonal and communication skills
• Time management
• CMP preferred but not required

Job Summary

The Senior Meeting Panner leads the planning and execution of dynamic and engaging meetings and events. In this role, you will proactively manage logistics, enforce timelines and milestones, coordinate multiple projects, and maintain alignment with company values and meeting themes.

Responsibilities:

• Drive scheduling and agenda development for planning, production, and debrief meetings; produce comprehensive meeting notes and proactively track budgets and timelines.
• Partner closely with stakeholders to construct and refine event agendas that maximize engagement and achieve event goals.
• Implement and continuously enhance standard event planning processes, procedures, templates, and workbooks.
• Manage and oversee event budgets, ensuring timely and accurate reporting aligned with departmental deadlines.
• Orchestrate all communications related to meetings and events for seamless collaboration.
• Coordinate logistics for speakers and panelists, enforce deadlines, manage material storage, and schedule rehearsals in alignment with the manager's guidance.
• Act as the go-to expert for event technology platforms (Meeting Apps, Registration Platforms, Teams, SharePoint, Survey Monkey), championing best practices company-wide.
• Pinpoint cost-saving opportunities, continuously monitor expenditures, and spearhead process enhancements with the Manager.
• Lead vendor engagement by soliciting quotes, directing the bidding process, and actively facilitating negotiations for optimal cost efficiency.
• Maintain precise financial records and leverage data analytics to drive ongoing process improvements and deliver impactful recommendations.
• Champion internal control compliance and foster a culture of fiscal responsibility and transparency within the team.

Required Skills:

• Exceptional organizational skills, attention to detail, and ability to multitask and manage time effectively.
• Strong interpersonal and communication skills; ability to collaborate with various stakeholders.
• Ability to adapt under pressure and handle changing priorities.
• Analytical thinking and willingness to learn from feedback for improved outcomes.
• Ability to work both independently and as part of a team.
• Discretion and ability to maintain confidentiality.
• Demonstrated initiative and willingness to take on new challenges.
• Solid foundational budget management skills.
• Ability to delegate and manage assigned tasks as appropriate.

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At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws.