Senior Meeting Planner

Position Summary

The HistoSonics Senior Meeting Planner works closely with Society & Professional Meetings Manager to deliver world-class events that enhance the value of the organization. The position is responsible for the execution of HistoSonics professional meetings and events. The position requires coordination of meeting logistics, including site selection, tracking budgets and reconciliation, managing vendors, food & beverage coordination, travel organization, sleeping room arrangements, AV support, onsite support, and overall attendee management.

Responsibilities

• Manage timelines to ensure milestones are being met.
• Communicate proactively to stakeholders across all levels of the organization.
• Ensure consistency and collaboration for meetings while following established guidelines, processes, and tools.
• Collaborate with cross-functional teams, provides direction, and establishes solutions where appropriate.
• Manage internal software systems for department that may include event management and compliance tracking tools.
• Maintain comprehensive meeting planning templates, timelines and documentation that will be consistently used in planning each event to increase efficiency in logistical planning, on-site support execution and post-event reporting.
• Coordinates event logistics, such as venue selection, catering, audio-visual equipment, transportation, and accommodations.
• Manage event registrations, including creating registration pages and tracking attendance.
• Manage education course participants travel & accommodations.
• Supports event communication and promotions.
• Provides on-site event support, including managing vendors and troubleshooting issues as they arise.
• Conducts post-event evaluations to assess the success of the event and identify areas for improvement.
• Manages post event documentation (customer data entry, expense reconciliation, compliance reporting, etc.)
• Manage all aspects of budgeting and billing ensuring actuals are reconciled accurately.
• Runs reports and data metrics as requested.
• Assist team on new process implementation initiatives.
• Maintains and enhances knowledge of the meetings & events industry trends and best-in-class practices.
• Ensures all company policies and compliance practices are being followed.
• Work with internal stakeholders as needed on special projects and workstreams.
• Provide additional business support at the request of HistoSonics leadership.

Required Qualifications

• Bachelor's degree required.
• 5+ years of medical device event and meeting planning experience.
• Ability to work evenings, weekends, and travel domestically and internationally as needed.
• Ability to lift up to 20 lbs.

Knowledge & Skills

• Demonstrated commitment to innovation and continuous learning.
• Strong relationship-building skills with physicians, sales teams, and cross-functional stakeholders.
• Proven ability to independently manage complex meetings and events.
• Excellent communication, collaboration, and interpersonal skills.
• Strong project management, organizational, and multitasking abilities with exceptional attention to detail.
• Ability to thrive in a fast-paced, high-volume environment and adapt to changing business needs.
• Proven ability to influence, build alignment, and execute effectively across all levels of an organization.
• Analytical and problem-solving mindset with the ability to improve processes and drive efficiency.
• Proficient in Microsoft Office Suite.