Senior Meeting Planner at HistoSonics

HistoSonics is a medical device company, founded in 2009, that has developed a non-invasive, sonic beam therapy platform that uses histotripsy, which is capable of destroying targeted liver tumors. Our mission and passion are to advance the novel science of histotripsy and its powerful benefits, bringing meaningful and transformational change to physicians and their patients.

Location: Plymouth, MN (Hybrid or Remote - MN-based)

Travel: 20-30%, 10-15 trips/year. 3-7 days at a time (sometimes over weekends). Some OUS travel.

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:

• College degree required 
• 5+ years of Medical device event/meeting planning experience
• Ability to work extended hours/weekend hours, as needed.
• Domestic and International travel required 
• Ability to lift 20lbs

Knowledge and Skills:

• Candidate must have appetite for innovation and continuous learning.
• Ability to develop and maintain relationships with physician customers, sales & cross functional teams.
• Ability to work independently on complex meetings
• Must be a strong communicator and collaborator.
• Ability to develop new processes and adjust practices to meet business needs.
• Strong organizational and multitasking skills with meticulous attention to detail.
• Ability to handle high volume workload and fast pace; manage stress.
• Strong project management and organization skills; detail-oriented
• Demonstrated ability to build alignment, influence and execute.
• Ability to establish immediate credibility at all levels, inside and outside the organization.
• Demonstrated effective written, verbal, and interpersonal communication skills at all levels of the organization. 
• Demonstrated detail oriented and problem-solving capabilities.
• Analytical, able to analyze processes and make changes.
• Flexibility and adaptability
• Proficient in the use of Microsoft Office Suite

Benefits: We offer a comprehensive benefits package for full-time employees. This includes health, dental, and vision insurance, life, short-term and long-term disability insurance, 401(k), paid time off, and more.

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

 #LI-Hybrid