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. The ideal candidate will bring robust experience managing a variety of live meeting formats.

Responsibilities:

• Negotiate rates and contract terms with vendors.
• Manage program logistics: venue selection, contracts, travel, food and beverage, room setups, A/V needs.
• Build registration websites (CVENT) and recruitment materials.
• Ensure quality control of client materials.
• Review meeting specifications and offer cost-saving recommendations.
• Attend project briefings and internal meetings.
• Work on-site at meetings to coordinate logistics.
• Review and reconcile invoices.
• Track attendee spend reports.
• Evaluate program progress and initiate scope changes.
• Own the budget on assigned meetings.
• Identify operational change opportunities.
• Assist in creating 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 improve processes.
• Maintain billable utilization percentages.
• Produce congress activity decks.
• Demonstrate commitment to diversity, equity, and inclusion.

Requirements:

• Bachelor’s degree or 5-8 years in a pharmaceutical hospitality role.
• Experience planning live, virtual, or hybrid meetings.
• Proficiency in managing speaker programs through a speaker bureau portal.
• Experience with Trade Shows, Convention and/or Congress planning.
• Understanding and ordering of show services, estimating for budgets.
• Experience managing large group bookings through housing bureaus.
• Cvent or similar registration platform experience required.
• Strong Excel skills.
• Willingness to travel approximately 25-30% of the time.

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