Project Manager / Meeting Planner 1 at Cadence Communications & Research – Westlake Village, California

Join our team at Cadence Communications & Research - where great work, great people, and great purpose come together.

About Us:
Cadence Communications & Research is a woman-owned healthcare communications and market research firm that helps improve patient outcomes by supporting our clients in the biotech and pharmaceutical industries. We specialize in Medical Communications and Market Research, blending deep scientific expertise with smart operational execution to deliver powerful results.

What We're Looking For:
We're seeking a full-time, detail-oriented, high-energy Project Manager / Meeting Planner with experience in healthcare (pharma, biotech, or med comms). You'll need a proven track record of running successful meetings and projects in fast-paced, high-stakes environments - and love doing it. You must enjoy being of service, value great work, and thrive in a tight-knit, supportive team. We love what we do, and we want someone who shares that passion. If you're only experienced in weddings or social events, this won't be the right fit. If you're a job-hopper, same story.

Perks:

• Fun, collaborative, and flexible work culture
• Remote work flexibility with about 25% travel (primarily on weekends) including domestic and international
• Strong benefits including medical/dental/vision and 401(k) company contributions
• Purpose-driven work

Responsibilities:

• Provide superior client support and onsite management for all assigned on-site virtual meetings in a variety of formats (ad boards, KOL engagements, speaker trainings, etc.)
• Provide excellence in planning meetings (pre-planning, onsite execution and post meeting wrap-up)
• Act as liaison to expert physicians and high-level clients
• Handle end-to-end logistics including venue identification & selection, contract negotiation, travel, budgets, vendor coordination, and meeting materials
• Maintain high standards with strong client and vendor relationships at concierge-level service quality
• Manage technology vendor for virtual projects
• Develop task lists and timelines for projects to guarantee that timelines are met
• Lead project timelines, calls, and communications with internal and external stakeholders
• Manage post-meeting wrap-ups including budget reconciliations and compliance documentation
• Ensure careful accuracy and attention to detail in all work, including financials, reconciliations and compliance
• Adapt to changing client procedures and needs, maintaining strong relationships
• Proactively seek methods to continuously improve tasks and operational excellence

Requirements:

• Bachelor's degree in related field preferred or equivalent work experience
• 3+ years of relevant experience in healthcare/pharma/biotech meetings
• Positive attitude and problem solving orientation a must
• Exceptional attention to detail and follow-through
• Experience with healthcare and KOL management meetings strongly preferred
• Strong communication, time management, and multitasking skills
• Self-starter who works well independently and collaboratively
• Tech-savvy (Microsoft Office, virtual platforms, cloud tools, mail merges)
• Able to travel for live events (25% on ave) and work occasional evenings/weekends
• Must love being part of a high-performing, fun, and dedicated team
• Capable of making solid and quick judgment calls in a crisis
• Ability to prioritize and schedule tasks in fast-paced environment
• Still working directly with clients in a responsible, appropriate and service oriented way