Meetings and Events Specialist

Work Schedule

Standard Office Hours (40/wk)

Environmental Conditions

Able to lift 40 lbs. without assistance, Office, Various outside weather conditions

Job Description

As part of the Thermo Fisher Scientific team, you’ll discover meaningful work that makes a positive impact on a global scale. Join our colleagues in bringing our Mission to life every single day to enable our customers to make the world healthier, cleaner and safer. We provide our global teams with the resources needed to achieve individual career goals while helping to take science a step beyond by developing solutions for some of the world’s toughest challenges, like protecting the environment, making sure our food is safe or helping find cures for cancer.

Discover Impactful Work

The Meetings & Events Specialis

t plays a pivotal role in the successful execution of internal company events, including commercial meetings, incentive trips, leadership gatherings, and site openings. Serving as the project lead, you will partner directly with internal customers to plan, coordinate, and deliver engaging and strategically aligned events.

This role leads the full lifecycle of event execution-from early concept and logistics planning to onsite delivery and post-event reporting. You’ll work collaboratively with cross-functional sub-teams (Event Operations, Production, Technology, Procurement, and Strategy) and external vendors to bring events to life.

A Day in the Life

Event Strategy, Planning & Execution

• Collaborate with the event sponsors on the creation, planning, and design of internal meetings and events to ensure objectives, messaging, and attendee engagement are achieved.
  
• Lead the development of job plans including RFPs, event estimates, budgets, timelines, and task schedules.
  
• Serve as the main contact with hotels, meeting venues, and third-party providers for all planning and logistical coordination.
  
• Review plans and materials with all partners throughout the process to ensure alignment, quality, and satisfaction.
  

Customer & Vendor Liaison

• Act as the lead liaison between departments and sub-functional planning teams to align logistics, production, content, and technology.
  
• Negotiate directly with venues and vendors to ensure we get the best quality for our budgets.
  
• Engage with outside suppliers for giveaways, graphics, transport, decor, and other event services.
  

Logistics Management

• Research and recommend venues and concepts that best support the internal customer's goals, budgets, and event objectives.
  
• Drive attendee registration and travel, including rooming lists, communications, and event websites (e.g., Cvent).
  
• Coordinate all transportation logistics, including VIP and group transfers.
  
• Supervise shipping and coordination of all supplies, equipment, and onsite staff support needs.
  

Financial Management & Compliance

• Build and monitor event budgets; oversee reconciliation and invoice processing in alignment with procurement processes.
  
• Maintain project documentation, including cost breakdowns, schedules, and financial approvals.
  
• Ensure compliance with company travel policies, procurement procedures, and corporate event standards.
  

Onsite Event Leadership

• Travel to event destinations for setup and onsite supervision.
  
• Lead vendors and event logistics during live events, ensuring flawless execution and responsiveness to real-time challenges.
  
• Represent our team professionally with the sponsor, attendees, and external partners.
  

Post-Event Reporting & Continuous Improvement

• Prepare and deliver final reports, reconciliations, and evaluations to support internal debriefs and lessons learned.
  
• Gather feedback and translate findings into improvements for future events.
  

Specialized Responsibilities

• Coordinate team travel and site visits related to your assigned events.
  
• Handle event branding and graphics coordination in partnership with our internal creative agency.
  
• Select and handle all floral, linens, and decorative elements in line with customer and brand expectations.
  
• Be responsible for giveaways and event branding as needed.
  

Keys to Success

Education

• HS Diploma/GED required
  

Experience

• Minimum 5 years of experience in meeting planning, hospitality, or corporate event management.
  
• Technical degree or Certification in hospitality strongly preferred.
  
• CMP certification preferred.
  

Knowledge, Skills and Abilities

• Demonstrated ability to balance strategic goals with detailed execution.
  
• Strong technical skills and knowledge of emerging event tools and technologies.
  
• In-depth understanding of hotel operations, revenue structures, and contract negotiation opportunities.
  
• Strong verbal and written communication skills; problem-solving, and organizational abilities.
  
• Simultaneous lead multiple highly visible events with ambitious timelines.
  
• Comfortable to coordinate with outside agencies, work with hotels, and supervise onsite execution.
  
• Strong project management and multitasking abilities.
  
• Experience in presenting effectively with senior leaders and cross-functional teams.
  
• High energy, proactive demeanor, and ability to handle wide-ranging personalities and unexpected challenges
  
• Comfortable working long hours and occasional weekends during event delivery.
  
• Able and willing to travel approximately 30%, with heavier travel during peak planning seasons.
  

Benefits

We offer competitive remuneration, annual incentive plan bonus, healthcare, and a range of employee benefits. Thermo Fisher Scientific offers employment with an innovative, forward-thinking organization, and outstanding career and development prospects. We offer an exciting company culture that stands for integrity, intensity, involvement, and innovation!