Full-Time Meeting Supervisor (pharma/speaker bureau exp)

The Speaker Bureau Meeting Supervisor is a key contributor to the success of speaker bureau operations. The ideal candidate will bring experience managing a variety of live meeting formats. This professional will work closely with the Speaker Bureau Manager to ensure all engagements are executed with precision, efficiency, and compliance.

• Negotiate rates and contract terms with vendors.
• Manage program logistics such as venue selection, contract execution, travel coordination, food and beverage planning, meeting room setups, and hotel rooming lists.
• Build and customize registration websites and recruitment material templates.
• Review and approve meeting specifications.
• Attend project briefings and kick-off meetings.
• Work on-site at meetings, coordinate logistics, and assist team members.
• Review and reconcile invoices and pass-through costs.
• Track and prepare attendee spend reports.
• Own the budget on assigned meetings and advise the project team of risks.
• Identify operational change opportunities to improve program execution.
• Assist in creating and maintaining process and operations work instructions.
• Collaborate on the development and maintenance of speaker bureau reports.
• Maintain knowledge of the speaker bureau portal.
• Work with the Speaker Bureau Manager to identify process improvements and resolve issues.
• Produce congress activity decks.

What Are We Looking For?

• Bachelor’s degree or 5-8 years in a pharmaceutical hospitality role.
• Planning for live, virtual, or hybrid meetings.
• Proficiency in managing speaker programs through a speaker bureau portal.
• Experience with Trade Shows, Convention and/or Congress planning.
• Managing large group bookings through housing bureaus is highly desirable.
• Cvent or similar registration platform required; Strong Excel; Zoom; WebEx

Willingness to travel approximately 25-30% of the time.

What is the last date for applying to the job?

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