Full-Time Meeting Supervisor

• Manage all program logistics, including venue/site selection, contract negotiations, travel, food and beverage, meeting room sets, audio-visual and production, hotel rooming lists, ground transportation, and ancillary vendors.
• Build and customize registration websites and recruitment material templates.
• Ensure quality control of client materials and develop best practices.
• Produce congress activity decks, coordinate with agencies and stakeholders using Veeva.
• Review and approve meeting specifications, offering recommendations to reduce costs.
• Provide standard and customized reports to clients.
• Attend project briefings and kick-off meetings.
• Work on-site at meetings, coordinating logistics with Client Services, venue, and vendors.
• Review and reconcile final invoices and pass-through costs.
• Track and prepare attendee spend reports.
• Maintain dialog with the project team to evaluate progress.
• Negotiate rates and contract terms with vendors.
• Own the budget on assigned meetings and advise the project team of risks.
• Identify operational change opportunities to improve program execution.
• Maintain or exceed billable utilization percentages.

• Bachelor’s degree or 5-8 years in pharmaceutical meeting planning.
• Experience with Trade Shows, Convention and/or Congress planning.
• Cvent Pro needed - fluent in Cvent registration sites, email, invitation lists and hotel setups.
• Understanding and ordering of show services, estimating for budgets.
• Managing large group bookings through housing bureaus is highly desirable.
• Strong Excel; Zoom; WebEx experience.
• Experience planning for live, virtual, or hybrid meetings.
• CMP (Certified Meeting Professional) is preferred.
• Willingness to travel approximately 20-30% of the time.

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