Full-Time Meeting Supervisor (Pharma)

Meeting Supervisor (pharma) Responsibilities:

• 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, program-specific recruitment material templates, and coordinate distribution to attendees.
• Ensure quality control of client materials and develop best practices protocols for project teams.
• Produce a congress activity deck, coordinating with agencies and stakeholders.
• Review and approve meeting specifications from all perspectives, offering cost-reduction recommendations.
• Provide standard and customized reports to clients.
• Attend project briefings and kick-off meetings.
• Coordinate meeting logistics/activities with Client Services, venue, and vendors.
• Review and reconcile invoices and pass-through costs.
• Track attendee spend reports and comply with Open Payment Guidelines.
• Maintain ongoing dialog with the line manager and project team.
• Negotiate best rates and contract terms with vendors.
• Own the meeting budget and advise the project team of risks.
• Discuss client challenges and recommend corrections.
• Identify operational change opportunities to improve efficiency and reduce costs.
• Provide input to build a budget for requested meetings.
• Maintain/exceed billable utilization percentages.
• Demonstrate commitment to diversity, equity, and inclusion.
• Perform all other duties as assigned.

Requirements:

• Bachelor's degree or 5-8 years in a pharmaceutical hospitality role.
• Experience with Trade Shows, Convention and/or Congress planning.
• Understanding of show services, budget estimations, and expense submissions.
• Managing large group bookings (desirable).
• Proficiency in Cvent (or similar registration platform).
• Strong Excel, Zoom, and WebEx skills.
• Experience planning live, virtual, or hybrid meetings.
• Pharmaceutical industry, agency experience, and knowledge of hotel bookings and air travel are preferred.
• CMP (Certified Meeting Professional) is preferred.
• Willingness to travel approximately 20-30% of the time.

What is the last date for applying to the job?

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