Meeting Planner

New Opportunity! Woven Health Collective is a healthcare marketing, strategy, and science communications company, dedicated to revolutionizing healthcare through innovative solutions and collaborative partnerships. Our unwavering commitment to empathy and collaboration ensures that both our team and clients experience a rewarding journey, where innovation not only advances healthcare but also enriches lives.

At Woven Health Collective, you will be empowered to bring your authentic self to work and unlock your full potential. Come join our growing team!

Job Summary

The Meeting Planner is responsible for the end-to-end management of in-person, virtual, and hybrid meetings within a high-volume medical communications agency environment. This role requires exceptional organizational skills, adaptability, and the ability to simultaneously manage multiple client programs with competing priorities and aggressive timelines.

Successful candidates thrive in fast-moving client-service environments, can quickly pivot between projects throughout the day, and remain highly organized and detail-oriented under pressure. This position requires the ability to manage urgent requests, evolving client needs, and overlapping deadlines while maintaining a high level of professionalism and execution.

The Meeting Planner partners cross-functionally to deliver seamless attendee experiences while ensuring compliance, budget management, operational accuracy, and timely execution across all programs. This position includes event logistics, vendor and venue management, attendee communications, database management, budget reconciliation, and onsite meeting execution.

What We’re Looking For

• Ability to thrive in a high-volume, fast-paced agency environment with rapidly shifting priorities and aggressive timelines
• Comfortable managing multiple demanding client programs, competing deadlines, and overlapping deliverables simultaneously
• Ability to effectively manage frequent priority shifts, urgent client requests, and evolving client expectations throughout the day
• Strong sense of urgency, accountability, responsiveness, and follow-through
• Exceptional organizational skills and meticulous attention to detail, even in high-pressure situations
• Ability to quickly transition between projects while maintaining accuracy, professionalism, and executional excellence
• Strong written and verbal communication skills with the ability to communicate effectively across clients, vendors, and internal teams
• Proactive problem-solving mindset with the ability to anticipate challenges and adapt quickly
• Ability to remain calm, organized, and solutions-oriented in deadline-driven and time-sensitive environments
• Collaborative team player who works effectively across departments and cross-functional teams
• Strong time management and prioritization skills with the ability to manage a high volume of concurrent workstreams

Job Responsibilities and Skills

• Manage the end-to-end planning and execution of in-person, virtual, and hybrid meetings and events
• Coordinate multiple concurrent client programs simultaneously while maintaining accuracy and attention to detail
• Source venues, review contracts, negotiate vendor agreements, and conduct site visits when necessary
• Prepare meeting specifications and collaborate with venues to ensure implementation aligns with agency standards and client compliance requirements
• Generate and manage rooming lists and attendee registration details
• Review and approve banquet event orders (BEOs)
• Coordinate all food and beverage selections in accordance with budget and compliance guidelines
• Prepare AV specifications and coordinate audio-visual needs with external vendors
• Oversee onsite logistics and provide onsite leadership and support during meetings as needed
• Prepare, ship, track, and reconcile all meeting materials and supplies
• Build and manage meeting programs within CVENT
• Provide regular planning updates to clients and internal cross-functional teams, including RSVP reports, budget accruals, contracting status, and timeline updates
• Ensure all deliverables are executed according to established timelines and client expectations
• Anticipate logistical challenges and proactively resolve issues before they impact program execution
• Support attendee communications and review materials to ensure consistency and accuracy
• Facilitate pre- and post-meeting surveys and reporting
• Collect and maintain all required meeting documentation, including sign-in sheets, evaluations, and compliance records
• Track event budgets, accruals, and reconciliations across multiple active programs
• Reconcile invoices and manage overall program financial reconciliation
• Ensure all contracted food and beverage expenses adhere to compliance limitations
• Maintain accurate program documentation, databases, and administrative records

Minimum Qualifications

• Bachelors Degreed preferred
• 3-5 years of meeting planning, event coordinator or related experience required
• Pharmaceutical, healthcare, or medical communications experience required; agency experience strongly preferred
• Proven experience managing multiple client programs simultaneously within a fast-paced, deadline-driven environment
• Demonstrated ability to manage competing priorities, tight turnaround times, and evolving client needs in a client-service setting
• Ability to work independently, problem-solve proactively, and maintain accuracy under pressure
• Proficiency with Microsoft Office Suite, CVENT, DocuSign, and related systems
• Strong administrative, organizational, and project management skills
• Ability to lift and transport meeting materials and event supplies as needed
• Moderate to extensive travel required, approximately 50%, including occasional weekends
• Candidates based in the NY/NJ area are encouraged to come into the office twice a month (every other Wednesday), though this is not a requirement for all applicants

Disclaimer

Woven Health Collective provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.