Pharmaceutical Meeting Specialist

Randstad USASmyrna, GA, US

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Contract position

Job Description

Operational excellence, in our more than 200+ meetings and congresses planned annually, is a US

Immunology priority. We are seeking a detail-oriented and proactive Meeting Coordinator to support

the planning, execution, and reconciliation of various external meetings. This contractor role is critical to

ensuring operational excellence and budget accuracy across all meeting-related activities.

Key Responsibilities

Meeting Department Coordination

Continuous monitoring to ensure the iPVU has a current and accurate list of planned meetings on the iPVU Calendar (both National and Local)
Manage sponsorship (E-requests) for all planned programs within company internal system
Initiate virtual meeting cards for all planned programs
Serve as the primary point of contact for day-to-day meeting-related inquiries re : internal process

Meeting Logistics

Oversee logistics for miscellaneous meetings including advisory boards, with oversight

from the Strategic Meetings Solutions Lead or Meeting Specialist(s)

Financial Tracking & Reporting

Prepare and manage Statements of Work (SOWs) and monthly accruals

Reconcile budgets monthly as meetings close

Provide accurate financial reports to internal stakeholders

Stakeholder Engagement

Collaborate with internal teams and external vendors to ensure timely execution of meeting deliverables

Support External Experts (EEs) engagement and tracking, if applicable

Compliance & Documentation

Ensure all meeting documentation complies with internal policies and industry regulations.

Maintain organized records of meeting approvals, budgets, and outcomes.

Required Skills :

Project Coordination : Proven ability to manage multiple meeting workflows simultaneously with attention to detail

Budget Management : Exposure with SOWs, accruals, and project reconciliation

Pharma Industry Knowledge : Familiarity with pharmaceutical compliance standards and medical meeting protocols

Communication : Strong interpersonal and written communication skills for cross-functional collaboration.

Tech Proficiency : Comfortable using Microsoft Teams, Outlook, Excel, and internal request systems (e.g., Erequests).

Problem Solving : Ability to handle day-to-day questions and troubleshoot meeting-related issues independently.

Time Management : Skilled in prioritizing tasks and meeting deadlines in a fast-paced environment.

Additional Qualifications + Experience :

Bachelor's degree

2 – 4 years of associated meeting coordination or planning experience

Travel (~30 – 50%) to provide onsite logistics is required. This will include weekend and evening hours

Contract Details :

Location : Hybrid; Smyrna office

Reporting To : Strategic Meeting Solutions Lead

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Meeting Specialist • Smyrna, GA, US

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