Meeting and Events Manager

Job Description

Job Description

7,000 Diseases - 500 Treatments - 1 Rare Pharmacy

PANTHERx is the nation’s largest rare disease pharmacy, and we put the patient experience at the top of everything that we do.

If you are looking for a career in the healthcare field that embraces authentic dedication to patient care, you don’t need to look beyond PANTHERx. In every line of service, in every position and area of expertise, PANTHERx associates are driven to provide the highest quality outcomes for our patients.

We are seeking team members who:

Are inspired and compassionate problem solvers;

Produce high quality work;

Thrive in the excitement of the ever-challenging environment of modern medicine; and

Are committed to achieving superior health outcomes for people living with rare and devastating diseases.

At PANTHERx, we know our employees are the driving force in what we do. We cultivate talent and encourage growth within PANTHERx so that our associates can continue to explore their interests and expand their careers. Guided by our mission to provide uncompromising quality every day, we continue our strategic growth to further reach those affected by rare diseases.

Join the PANTHERx team, and define your own RxARE future in healthcare!

Location: Pittsburgh, PA (on-site)

Job Classification: Exempt

Job Status: Full-time

Purpose

This position is responsible for delivering a consistently high-quality conference center and visitor experience by ensuring daily readiness of meeting spaces, coordinating end-to-end event logistics, and serving as the primary point of contact for internal stakeholders and external guests. The role collaborates with A/V, Facilities, IT, Security, Reception, and third-party vendors to execute seamless room setups, hybrid meeting support, catering, access management, and signage, while upholding service standards, compliance requirements, and budget and invoicing processes. Acts as a trusted partner to executive leadership, anticipating preferences, priorities, and potential challenges to proactively deliver seamless meeting and event experiences. Performance is demonstrated through proactive planning, discreet support of executives and visitors, effective real-time issue resolution, and thorough post-event follow-up that captures feedback and drives continuous improvement.

Responsibilities

• Owns the day-to-day management of the conference center and corporate visitor experience, ensuring rooms are prepared, staffed, cleaned, safe, and consistently client-ready.
• Provides high-touch, white-glove service to C-suite leaders and senior executives, ensuring meetings, events, and visits are executed with precision, discretion, and professionalism.
• Demonstrates strong executive presence and polish, confidently engaging with internal leaders and external stakeholders while representing the organization at the highest standard.
• Maintains strict confidentiality and discretion when supporting sensitive executive meetings, communications, and strategic initiatives.
• Proactively manages and adjusts run-of-show elements for executive meetings, ensuring alignment with leadership expectations, schedules, and real-time priorities.
• Serves as the primary point of contact for internal and external event stakeholders from inquiry through post-event follow-up to exceed visitor expectations.
• Plans and supports conference center and corporate events (executive and client meetings, town halls, trainings, offsite support, client/corporate events, and receptions), including timelines, run of show, and on-site pre- and post-event support.
• Manages event intake, calendaring, and space reservations; optimizes space utilization; and recommends room layouts based on meeting agenda and purpose.
• Exercises sound judgment and professionalism to navigate last-minute changes, competing priorities, and high-pressure situations calmly and effectively.
• Oversees vendor relationships (catering, A/V equipment, security, transportation, rentals, and cleaning services), including sourcing, scheduling, and performance management.
• Partners with A/V teams to ensure technical readiness (hybrid meeting support, microphones, recorded sessions, lighting, and staging) and troubleshoots in real time as needed.
• Supports event budgets by coordinating invoicing and, as needed, negotiating contracts and service agreements.
• Coordinates with Facilities, IT, Security, Reception, and internal stakeholders to ensure smooth arrivals, access management, signage, and an excellent visitor experience.
• Ensures compliance with organizational policies and applicable standards (risk management, safety, food and beverage guidelines, accessibility/ADA, and privacy where applicable).
• Creates post-event reporting (surveys, attendance, and lessons learned) and drives continuous improvement based on feedback and metrics.
• Partners with PANTHERx Communications team members to support corporate and employee events.
• Performs other duties as assigned.

Required Qualifications

• Minimum of a high school diploma.
• Minimum of five (5) years experience in corporate event planning or a related field.
• Excellent professional communication skills (verbal, written, and interpersonal).
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines and demonstrate a strong sense of urgency.
• Ability to function well in a fast-paced environment and remain calm under pressure.
• Extensive knowledge of office administration and recordkeeping systems.
• Ability to anticipate needs before they arise.
• Demonstrated ability to maintain confidentiality and discretion.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
• Experience supporting C‑suite executives.
• Experience working with all levels of employees in an organization

Preferred Qualifications

• Bachelor’s degree in Business Administration or a related field.

Work Environment

This job requires on-site presence in our Pittsburgh-based headquarters five days per week. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets

Physical Demands

While performing the duties of this job, the employee is regularly required to sit, see, talk, or hear. The employee frequently is required to stand; walk; use hands and fingers to handle or feel; and reach with hands and arms. Visual acuity is necessary for tasks such as reading or working with various forms of data for extended periods. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.

Benefits:

PANTHERx Rare Pharmacy affords an excellent benefit package, including but not limited to medical, dental, vision, health savings and flexible spending accounts, 401K with employer matching, employer-paid life insurance and short/long term disability coverage, and an Employee Assistance Program! Generous paid time off is also available to all full-time employees, as well as limited paid time off for part-time employees. Of course we offer paid holidays too!

Equal Opportunity:

PANTHERx Rare Pharmacy is an equal opportunity employer, and does not discriminate in recruiting, hiring, promotions or any term or condition of employment based on race, age, religion, gender, ethnicity, sexual orientation, gender identity, disability, protected veteran's status, or any other characteristic protected by federal, state or local laws.