Full-Time Director, Meeting Services

Director, Meeting Services

Manages team members under the supervision of the VP, Meeting Services.

Achieves financial objectives by accurately forecasting hours for self and team, and manages pass-through costs on assigned projects.

Leads a high volume of meetings and manages clients for logistics projects.

Key Responsibilities

• Contributes and supervises strategically and tactically on assigned accounts.
• Owns client projects and has experience in all types of pharmaceutical meetings (congresses, product theaters, advisory boards, focus groups, speaker bureaus, launches, POA, and national sales meetings).
• Coordinates and communicates with other agency teams and offers advice as a subject matter expert.
• Manages all program logistics (venue/site selection, contract negotiations, travel, food and beverage, meeting room sets, audio-visual and production, hotel rooming lists, ground transportation, and ancillary vendors).
• Plans, organizes, and executes live and virtual events with multimedia components.
• Manages virtual platform configuration and technology vendors.
• Schedules and executes rehearsals.
• Manages attendee communication and provides guidance to clients and attendees on meeting formats and timings.
• Builds and customizes registration websites and recruitment material templates.
• Ensures quality control of client materials and develops best practices for project teams.
• Manages program recruitment and attendee management.
• Reviews and approves meeting specifications, offers cost-reduction recommendations.
• Pulls reports (Job usage, finance, or Cvent) for team members.
• Attends new project briefings and kick-off meetings, recommends planners.
• Attends internal meetings with key personnel to discuss project status.
• Leads logistics teams at large meetings, coordinates with Client Services, venue, and vendors.
• Reviews and reconciles final invoices and pass-through costs.
• Tracks and prepares accurate attendee spend reports.
• Negotiates best vendor rates and contract terms.
• Owns meeting budgets (hours & OOP) and advises project teams on risks.
• Discusses challenges and recommendations with clients.
• Identifies operational change opportunities for improved execution, efficiency, or cost reduction.
• Builds budgets for requested meetings based on parameters.
• Participates in new business pitches (Speaker Bureau or Live).
• Assesses vendors for efficiency and fit.
• Manages career development, training, and mentoring for direct reports.
• Forecasts hours and reports high/low risks to the VP.
• Reviews department policies, procedures, and forms, and works with the VP on updates.
• Supports bi-weekly team meetings with the VP.
• Maintains or exceeds minimum billable utilization percentages.
• Demonstrates commitment to diversity, equity, and inclusion.
• Performs other duties as assigned.

Requirements:

• Bachelor's degree or 12 years in pharmaceutical hospitality role.
• Planning experience for live, virtual, or hybrid meetings.
• Knowledge of hotel bookings and air travel.
• CMP (Certified Meeting Professional) preferred.
• Proficient in Cvent or similar registration platform, Excel.

What is the last date for applying to the job?

Which countries are accepted for this remote job?