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

The Speaker Bureau Meeting Supervisor is a key contributor to the success of speaker bureau operations, serving as a central point of coordination for all related activities.

Negotiate the best available rates and contract terms with vendors.

Manage end-to-end program logistics such as venue/site selection, contract execution, travel coordination, food and beverage planning, meeting room setups, audio-visual and production needs, hotel rooming lists, and ancillary vendors

Build and customize registration websites (via CVENT) and recruitment material templates. Review and approve meeting specifications from all perspectives such as attendees, vendors, etc., and offering recommendations to reduce costs Responsible for attending and participating in new project briefings and kick-off meetings

Work on-site at small meetings independently or leading the logistics team at large meetings. Review and reconcile final invoices and pass-through costs within mandated timelines

Track and prepare accurate attendee spend reports to comply with the Open Payment Guidelines Owning the budget (hours & OOP) on assigned meetings and advising the project team of the possible risks.

Identify operational change opportunities to improve program execution or increase efficiency and/or decrease costs and elevating and owning the potential plan to the management.

Assist in creating, refining, and maintaining process and operations work instructions for all speaker bureau activities

Collaborate on the development and maintenance of speaker bureau reports

Learn and maintain deep knowledge of the proprietary speaker bureau portal Work closely with the Speaker Bureau Manager to identify process improvements, resolve issues, and ensure strategic alignment.

Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias

Bachelor’s degree or 5-8 years in a pharmaceutical hospitality role

• Planning for live, virtual, or hybrid meetings
• Knowledge of hotel bookings and air travel
• Experience with Trade Shows, Convention and/or Congress planning

Managing large group bookings through housing bureaus is highly desirable

Cvent or another similar registration platform required; Strong Excel; Zoom; WebEx

Willingness to travel approximately 25-30% of the time

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