Meeting Event Planner

If you are a Meeting Manager or Planner with experience who currently has limited travel availability, this job is for you! We are seeking a Meeting and Event Manager with extreme attention to detail and a passion for people and process management to fulfill our Manager, Meeting Coordination, and Attendee Management role.

The Manager, Meeting Coordination and Attendee Management, provides direct support to the AMI Client Service Team. The Manager will work with each of the coordinators and assist them through coaching, support, and on-the-job training. The Manager ensures the coordinator team supports the meeting managers by building meeting platforms and registration websites for each meeting. In addition, the coordinator team is responsible for attendee management and travel coordination, creating all printed materials, bin management, managing expenses, and general client services in addition to meeting closeout. The Manager is solely responsible for ensuring the coordinator team meets all AMI, client, and meeting specific KPIs and SLAs.

**Salary commensurate with experience. This is a hybrid role, the candidate will be able to work remotely from home with the appropriate workspace and must be within driving distance of Fort Lauderdale, Florida, to work in the office every week.

Key Responsibilities of this Role:

  • Hire and manage performance for the coordinator team
  • Manage, support, and oversee the meeting coordinator team, including all tasks below
  • Create and maintain work instructions and templates, train new coordinators
  • Coordinate shipping logistics with courier and AMI office manager
  • Build and maintain meeting registration/websites
  • Oversee attendee communication (Save the Dates, Invites, Reminders, Pre- Trips)
  • Import and monitor attendee lists
  • Attend weekly calls with the Planner and Champion
  • Maintain attendee invites, decline or cancellations
  • Create and maintain weekly registration reports
  • Amex Air Desk: Set up air desk, manage and track flights, and communicate with Amex agents regarding flights (domestic & international.) Support/manage arrival and departure ground transportation manifests
  • Communicate with attendees, suppliers, and venue as needed
  • Standard close-out meeting process
  • Ensure transparency reporting is completed for all pharma meetings
  • Travel & assist as on-site travel director when needed

Key Responsibilities of this Role:

  • Bachelor’s Degree or Equivalent work experience
  • Three years of Meeting Management Experience
  • Cvent experience
  • Experience with managing a team is a plus
  • Virtual Meeting Platform Experience- Webex, Zoom, Notified experience a plus
  • Live meeting onsite support experience

Feature Benefits:


Pharmaceutical Meeting Planner

We are seeking to fill CONTRACT and FULL-TIME Pharmaceutical Meeting Manager roles with talented professionals that are passionate about HCP-attended meetings and events. Including Investigator meetings, speaker training, and advisory boards. Seeking a professional that thrives in a fast-paced work environment and holds the value of customer service to the highest degree. The Meeting Manager is responsible for planning and executing Live and Virtual events and meetings for clients as assigned. In addition, they manage AMI staff to ensure AMI customer service standards are met with every client. Responsibilities include managing and driving client-facing calls, managing budgets in all systems, proposals, reconciliations, and client and attendee management. Ultimately responsible for all meeting timelines and deliverables to ensure the success of the meeting.

Key Responsibilities

  • Plan, manage, and executed client Virtual and Live Meetings
  • Create and manage budgets
  • Meet internal meeting revenue and profit goals
  • Direct initial invoicing and all credit card payments to accounting
  • Manage and exceed client expectations regarding the overall meeting objectives
  • Responsible for advising the client on all best practices and subject matter expertise
  • Coordinate with the AMI Sourcing team on all venue, and vendor contracts and proposals
  • Manage all AMI staff assigned to the meeting and ensure their KPIs are met
  • Meet meeting and client KPIs
  • Provide suggestions on improvements to company systems & processes that will increase efficiency & allow for better customer service
  • Follow all AMI policies and procedures that are internal and client-specific
  • Must have a Bachelor’s Degree or equivalent work experience
  • Must have at least three years of Pharmaceutical Meeting Management experience (advisory boards, Investigator Meetings, Speaker Training)
  • Must be able to travel up to 25% of the time
  • This is a remote position; we accept applicants globally and require that candidates be proficient in verbal and written communication in English.

Feature Benefits:


Corporate Meeting and Event Training Manager

Are you a current or former Meeting Manager, passionate about training and supporting new meeting managers? AMI is currently seeking a Corporate Meeting and Event Training Manager to support the organization’s training needs, manage the AMI Training curriculum, and support the Head of HR. This includes identifying and managing training content needs, training completion, and new training initiatives and updates. They will manage all Employee and contractor training and participation in the AMI learning application. In addition, they will support the execution of companywide and specialized training. Lastly, they will work with the Head of HR on training compliance and reporting.

  • Consult with the Head of HR on training initiatives
  • Create training content for live and webinar-based training
  • Manage new hires- employee and contract through training completion
  • Collaborate with Leadership on new training topics and any changes based on organizational or process changes
  • Support AMI Managers with training specific to their team
  • Conduct annual training reviews to ensure content is still pertinent
  • Support the Head of HR with the onboarding of new staff through training specific to their roles

Required Qualifications:

  • 5+ years of Meeting Management Experience
  • 3+ years of Pharmaceutical Meeting Management Experience
  • CMP and HMCC
  • Bachelor’s Degree
  • Advanced skills in PowerPoint, Adobe, and Word with capabilities in intermediate level and above
  • Excellent verbal, written, and presentation skills
  • Organized


Audio Visual Technician

  • Manage Onsite AV and WebCast quality standards
  • Superior Onsite client ServiceManage Webcast Production
  • Experience with the webcast/web conference environment
  • Superior knowledge of AV technologies
  • Working knowledge of Webcaster Software
  • Knowledge of the various video encoder software
  • Excellent interpersonal skills and customer service management
  • Troubleshooting technical issues
  • Ability to follow a team approach to project management
  • Must have experience managing Webcasts in Webex, Zoom, and Notified (formerly Intrado)
  • Must have a minimum of 2 years of onsite AV management experience
  • Must be able and willing to travel
  • Must be Fluent in French and English

Feature Benefits:


Let’s Work Together

AMI is always looking for more rock stars.