Meeting Planner I / Contract Specialist

The Meeting Event Manager I is the client liaison and project leader for assigned small meetings and ad hoc contract engagements in face-to-face, digital, or hybrid formats. This role has a strong emphasis on HCP contracting and client management. It involves overall coordination, planning, and execution of programs with a focus on planning, logistics, and exceptional customer service and stakeholder management. This is a hybrid position (on-site Tuesday and Thursday) on campus for candidates located within 50 miles of East Hanover, NJ; virtual accommodations will be considered for non-local candidates.

Primary Responsibilities

• Contract Management : Initiates and executes supply agreements and the contract creation process through the Contract Lifecycle Management System (CLMS). Minimize contractual risks in external relationships. Provide regular status updates to management and escalate unresolved issues for resolution.
• Project & Logistics Management : Manages overall project timeline and deliverables, including client expectations and business objectives. Coordinates food and beverage, transportation, hotels, air, and staffing as needed. Communicates established Health Care Professional (HCP) Meeting guidelines to the meeting stakeholders and to the HCP.
• Relationship Management : Maintains day-to-day client contact to ensure objectives are executed and client satisfaction. Maintains proactive, positive, open communication with the client to align expectations.
• Financial Management : Captures and updates financial information in business management systems. Manages the program budget, reviews and audits program-related billing for accuracy, tracks and reports expenses, and communicates changes to clients. May initiate and reconcile supplier payments.
• Process Management : Uses business program / event management systems to manage the project from intake through final bill completion. Creates SOWs and budgets, maintains client and proprietary systems, works with accounting to complete final billing, and maintains accurate records and file management per policies and procedures. Performs special projects as assigned.

Qualifications

Disclaimer

This job description is designed to indicate the general nature and level of work performed. It is not designed to be a comprehensive summary of all duties, responsibilities, and qualifications required.

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