High Lantern Group - Senior Associate, Conference Strategy and Stakeholder Engagement

Senior Associate, Conference Strategy and Stakeholder Engagement

Location: Philadelphia, New York City, or Washington D.C.

Responsibilities

• Support planning and execution of client engagements, including stakeholder meetings, roundtables, advisory boards, and related events – both attached to and independent from conferences.
• Assist with conference related logistics, such as scheduling 1:1 meetings, tracking availability, coordinating calendars, and managing follow-ups.
• Maintain and update trackers, stakeholder lists, agendas, and engagement materials.
• Use emerging technologies, including AI tools, to support research, scheduling, content development, and workflow efficiency.
• Conduct background research on conferences, sessions, speakers, and stakeholders to inform client engagement strategies.
• Provide onsite or remote conference support, including real-time coordination, issue resolution, and client support.
• Manage day-to-day execution of conference-related workstreams, ensuring deliverables are completed on time and meet HLG quality standards.
• Navigate pharmaceutical compliance and legal reviews, working within systems like Veeva Vault.
• Draft and edit client-facing materials, such as briefing documents, schedules, recap summaries, and internal trackers.
• Monitor emails and requests related to conference planning and execution, flagging issues and ensuring timely responses.
• Coordinate closely with internal teams across HLG to ensure alignment on timelines, responsibilities, and client expectations.
• Synthesize complex information into clear, concise materials for internal and client use.
• Support development of presentations, memos, and other materials related to conference strategy and outcomes.

Experience and Attributes

• 2-4 years of professional experience in communications, consulting, medcomms, agency, or client-service environments.
• Experience working in client-facing roles and managing deliverables in fast-paced environments.
• Strong writing and editing skills with experience producing client-ready documents and presentations.
• Demonstrated ability to manage multiple projects simultaneously while maintaining accuracy and attention to detail.
• Experience organizing or supporting events such as workshops, roundtables, and/or other stakeholder meetings.
• Highly organized, proactive, and comfortable operating in fast-paced, deadline-driven environments.
• Proficiency in Microsoft Office; familiarity and comfort using AI-enabled tools and platforms is required.
• Experience with compliance software like Veeva Vault.
• Interest in or exposure to healthcare, life sciences, biotechnology, or pharmaceutical sectors.
• Ability to travel both domestically and internationally as needed.
• Bachelor’s degree required.

About High Lantern Group

• Excellence-driven performers who set a high bar for themselves, their work and their team.
• Curious, innovative thinkers motivated by meaningful impact and energized by translating insight into action.
• Client-centered collaborators who strive to build trusted relationships, communicate with clarity and purpose, and deliver original, tailored solutions to complex challenges.

High Lantern Group provides a competitive salary range for our open requisitions. Actual salary is influenced by a wide array of factors including but not limited to skill set, experience, training, education, and other business and organizational needs. The range of starting annual salary for this role is $60,000 - $80,000. Decisions will be determined on a case-by-case basis.

In addition to the base salary, this position is eligible for performance-based incentives and a competitive benefits package.

High Lantern Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, HLG complies with all applicable state and local laws governing nondiscrimination in employment in every location in which the company operates. This policy applies to all terms and conditions of employment including recruiting, hiring, placement, promotion, termination, recall, transfer, leaves of absence, compensation, and training.

High Lantern Group recruiting service, sourcing entity, or third-party paid service at any time. Any referrals, resumes, or candidates submitted to HLG or any employee or owner of HLG without a pre-existing agreement signed by both parties covering the submission with be considered HLG’s property and not subject to any fees or charges. For existing agreements, a role must be approved and open to external search; otherwise, unsolicited, and unapproved submittals and referrals will be considered HLG's property and free of fees.