Event Planner II

Event Planner II – Medical Affairs Meetings & Events (Contractor) Managed end-to-end planning and execution of compliant Medical Affairs programs, including Advisory Boards, HCP engagements, annual department meetings, and strategic internal events within a highly regulated pharmaceutical environment. Key Responsibilities Independently coordinated complex HCP-facing events, ensuring full compliance with internal policies, industry regulations, and transparency reporting requirements. Managed all aspects of event logistics including venue sourcing, travel coordination, AV, catering, off-site dinners, and onsite execution. Served as primary point of contact for healthcare professionals, vendors, and cross-functional internal stakeholders regarding travel, honoraria, contracts, and event operations. Oversaw HCP contracting, payment processing, and Transfer of Value (ToV) reporting in alignment with Sunshine Act and EFPIA transparency requirements. Submitted and managed events through internal compliance and approval systems, ensuring accurate documentation and audit readiness. Negotiated vendor agreements and service contracts while maintaining alignment with procurement, legal, and compliance standards. Managed event budgets, purchase orders, expense reconciliation, and financial reporting for multiple concurrent programs. Conducted venue site inspections and evaluated suppliers to ensure quality, compliance, and operational efficiency. Prepared meeting communications, post-event reporting, budget analysis, and compliance documentation for leadership and stakeholders. Collaborated cross-functionally with Medical Affairs, Legal, Compliance, Procurement, and external partners to deliver seamless and compliant event experiences. Supported process improvement initiatives and provided guidance on compliant meeting execution and HCP engagement procedures. Skills Medical Affairs • Advisory Boards • HCP Engagement • Event Management • Vendor Management • Contract Negotiation • Compliance • Sunshine Act • EFPIA • Transfer of Value (ToV) Reporting • Budget Management • Cross-Functional Collaboration • Meeting Planning • Pharmaceutical Events • Stakeholder Management • Travel Coordination • Procurement • Project Management