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Meeting & Convention Planner

**Employment Type:** Full Time

**Date Posted:** 10/13/2025

**Location:** Fort Worth, TX

**Pay Range:** Negotiable

**Job Number:** JO-2510-2742

Primary Function

Responsible for supporting all aspects of convention and event planning for business meetings, educational events/sponsorships, and conventions, ensuring each event is executed in accordance with corporate, industry and federal guidelines. Program responsibility typically includes meetings which are of minimal risk to the company, are part of a larger group of meetings/conventions or are well-established simple programs with historical data available for reference when planning. Planning is typically done with guidance from senior planners in the same department.

The role sits on the main campus, working within the Meetings and Conventions (M&C) team. In addition to key accountabilities, Associate will have an opportunity to interact with our company’s senior management, various departments within the company and outside vendors. Incumbent will learn about the ophthalmic and optometric business and gain excellent visibility to functions/opportunities at the home office.

Monday-Friday In Office

Duties & Responsibilities

+ Responsible for supporting all aspects of meeting planning for domestic meetings and conventions and supporting Senior Planners on larger more complex programs.

+ Coordinating all logistical aspects including attendee registration and management, audio visual needs, meeting collateral and shipping corporate assets, vendor management, collaboration with internal functions as needed. Proofreading of materials developed for internal and external communications for events.

+ Ensuring each event is executed in accordance with corporate and AdvaMed/Pharma guidelines for events and for interacting with Health Care Providers (HCP).

+ Facilitate and attend planning meetings with stakeholders and internal customers.

+ Issue payment and purchase requisitions as required and submit all contracts in the company's legal contract management system.

+ Maintain accurate meeting data in the company's meeting management system. Sharing event related reports and generating event communications including email and text. Help facilitate meeting surveys and post event reports. Ensuring attendee/stakeholder feedback from program is collected and results shared with Meetings and Conventions management and relevant stakeholders.

+ Maintain budget accountability. Responsibility to pay all meeting-related expenses and track all expenses in CVENT. Accountable for budget analysis and timely reporting to budget owners and Meetings and Convention management. Incumbent is also responsible for tracking transfers of value to healthcare professionals in accordance with state and federal reporting requirements.

+ Provide on-site assistance for meetings and conventions which includes travel and overnight stays, often on weekends. Travel is approximately 15% of the role.

+ Communication (written and oral) with all levels of management Excellent communication skills, both verbal and written

+ Collaborates- Building partnerships and working collaboratively with others to meet shared objectives.

+ Action Oriented: Promptly takes action on assigned tasks; ability to identify new opportunities; always displays a can-do attitude.

+ Customer Focus: Gains insight into customer needs and executes according to customer expectations; collaborates to build and deliver solutions that meet/exceed customer needs; establish and grow effective customer relationships.

+ Ensures Accountability: Acts with a clear sense of ownership; takes personal responsibility for decisions, actions, and failures; follows through on commitments.

+ Plans & Aligns: Planning and prioritizing work to meet commitments aligned with program goals

+ Other competencies include knowledge of or developing skills in the following areas:

+ Tech Savvy- proficient in Cvent and other meeting management tools

+ Negotiation and procurement

+ Budgeting and financial analysis

+ Organizational and time management skills

+ Self-development and awareness

+ Understand the Meeting and events industry

+ Knowledge of Optometric and Ophthalmic Business

Skills & Qualifications

+ Working – Advanced knowledge of these computer systems:

+ Microsoft Office Suite including Outlook (email & calendar), Word, Excel, PowerPoint, Forms, Teams

+ Adobe Acrobat, Microsoft Edge, Google Chrome, iOS or Android mobile device apps, WebEx

+ Ability to generate collateral and meeting materials as needed

+ Familiarity with online event registration and planning systems: Specifically CVENT, Givebee, SocialTables

+ Language: Fluent in English (written, spoken)

Education & Experience

+ Bachelor’s Degree or Equivalent years of directly related experience (or high school +4 yrs or Associates +2 years)

+ Minimum: 1 years of meeting planning experience Hospitality industry experience or administrative work, preferably planning small team/internal meetings and/or attendee travel

+ Preferred: 2+ years of meeting planning experience within Ophthalmic pharmaceutical / medical device industry or hospitality industry.

To Apply

Use the link at the bottom of this page to apply. Make sure you are using the latest version of your browser.

Diversity Inclusion & Customer Service Statement

TeamPeople, a division of System One, is an organization dedicated to providing superior customer service. Outstanding customer service encompasses everything from performing the technical, creative and operational aspects of our jobs to the best of our ability, to going the extra mile to assist our customers and colleagues in any way. TeamPeople not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

We respect, value and celebrate the unique attributes, characteristics and perspectives that make each person who they are. We also believe that bringing diverse individuals together allows us to collectively and more effectively address the issues that face our customers. It is our aim, therefore, that our partners, strategies and investments reflect these core values. TeamPeople is dedicated to providing superior customer service and is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

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