Company Name:

R and R Healthcare Communications


Oldsmar, Florida

Approximate Salary:

Not Specified

Job Category:

Meeting/Event Planner

Position Type:

Full Time

Required Experience:

2 - 5 years


November 5, 2018

Sourcing Specialist/Meeting Planner

The Sourcing Specialist/Meeting Planner will use knowledge and skills obtained through education, experience, specialized training and/or certification to manage sourcing/request for proposals, venue contracting with secondary responsibilities around planning, execution and managing pharmaceutical advisory boards, content, meetings, webcast activities, as well as larger events (Congress, Symposia, Speaker Trainings).  The Sourcing Specialist/Meeting Planner will perform duties and assignments using his/her judgement, resolving routine questions or problems and referring only complex issues to a higher level.  Extensive contact with Health Care Professionals (HCP's), vendors, and others is required.

Reports To:  Director, Meeting & Event Planning     


Key Responsibilities


 Project/Event Management

• Manage sourcing RFP's & contracting utilizing client's meeting system of record

• Compile Bid analysis and make recommendations to client based on meeting needs.

• Follow established contracting process utilizing client Hotel SOW's and Addendums, requesting approval when necessary.

• Management of programs as specified by the Account Director/Manager

• Maintain project files and timelines

• Produce program materials, including handouts and miscellaneous forms

• Plan and execute activity logistics for activities including site recommendations, logistics and budget management

• Ensure that activity information, expenditures and other activity information is maintained in the database

• Manage individual activity budgets and provide financial documentation and reconciliation of activity expenditures to accounting

• Develop a working knowledge of the pharmaceutical market and specific client business plans

• Collaborate with clients on activity logistics, including food and beverage, audio/visual requests, other special needs and communications with the venue

• Work with accounting to manage payments to subcontractors, and honorarium to faculty

• Work with accounting to invoice and reconcile jobs

• Track and manage attendee registrations, wait lists and no-shows

• Coordinate meetings with consideration given to business owner, meeting venue, attendees and budgets

• Travel to and independently manage all on-site logistical needs for all assigned programs

• Site visits for sourcing, when applicable


• Continually identifies processes and procedures that enhance the efficiency and profitability of the organization; looks for new solutions to old or recurring problems

• Anticipates problems and addresses needs before crisis situations develop

• Asks for help when needed

Time Management

• Manages time effectively

• Organizes and prioritizes work

• Demonstrates ability to handle multiple concurrent projects, deadlines, etc.


• Provides at least one piece of valuable feedback in Threads each month for a peer/direct report/supervisor

• Keep Manager informed of activities and seek involvement and/or advice at appropriate times

• Provide client status meeting updates



 Exceptional Customer Service

•Strives to exceed client expectations

•Is responsive to both internal and external needs

•Provides consistent and timely communications


•Demonstrates a sense of ownership in the quality of individual work

•Demonstrates a sense of company ownership, beyond individual responsibilities

•Displays a great attention to detail and unwavering quality of work


•Adapts easily to change

•Is willing to help out where needed, even if outside normal job duties

•Deals with conflict and challenging situations professionally

Continuous Improvement

•Accepts and uses feedback to improve performance

•Seeks opportunities for continued learning

•Learns from past mistakes and strives to not repeat them again

Positive Work Environment

•Contributes to an enjoyable company atmosphere by interacting with co-workers, participating in events, etc.

•Is a team player -- respects, encourages and supports other employees

•Thinks and acts with a "company first mentality"


•Exemplifies maturity and unity with fellow employees

•Displays trust and fairness

•Willingness to give credit to others when it is due

•Accepts responsibility for actions



•Prior pharmaceutical industry experience a plus

•Strong project management, problem solving, and organizational skills

•Ability to travel regularly for on-site meeting execution

•Excellent interpersonal, oral, and written communication skills

•Experience with sourcing, contracting and budget management preferred

•Cvent experience preferred

•Excellent attention to detail

•Ability to work well and interact with team members at all levels

•Ability to demonstrate sound and accurate judgement

•Strong commitment to the corporate mission/goals and a thorough understanding of the company's work


This job description identifies the major responsibilities of this position. Employees may be required to perform other duties as assigned, to assist with executing the company's business model, promoting the company's culture, mission and values.

Company Name:

R and R Healthcare Communications


Oldsmar, Florida

Approximate Salary:

Not Specified

Job Category:

Meeting/Event Planner

Position Type:

Full Time

Required Experience:

2 - 5 years


November 5, 2018

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