Associate Director, Meeting Services – Speaker Bureau

This is a fully remote position, open to applicants in New York.

📋 Description

• Execute and oversee strategic initiatives and operational management for various pharmaceutical speaker bureaus.

• Assist the Director and Senior Director in launching new Speaker Bureau programs and enhancing current ones.

• Collect client requirements and convert business needs into operational workflows and action plans.

• Aid in the configuration and testing of bureau portals, workflows, dashboards, compliance checkpoints, and reporting specifications.

• Ensure adherence to client business regulations, Standard Operating Procedures (SOPs), and compliance standards.

• Collaborate with internal stakeholders during the launch of new products, indications, programs, and enhancements to portals.

• Produce and evaluate program metrics, utilization reports, speaker activity reports, and operational dashboards.

• Identify trends, risks, and opportunities, and propose enhancements.

• Assist in tracking and forecasting budgets.

• Create client-facing reports and operational business reviews.

• Engage in client meetings and manage ongoing relationships.

• Mentor, coach, and onboard new team members.

• Contribute to the development of departmental best practices and documentation.

• Enhance efficiency, automation, reporting, and overall bureau performance.

• Maintain knowledge of trends in speaker bureaus, compliance standards, and technology platforms.

• Predict hours and report significant risks to the Senior Director.

• Maintain or exceed minimum billable utilization percentages.

• If overseeing a team, manage departmental staff, performance, training, personnel decisions, and career development.

• Show a commitment to diversity, equity, and inclusion.

⛳️ Requirements

• 8–10 years of experience in pharmaceutical meeting services, speaker bureau operations, healthcare event management, or a related field.

• A minimum of 5 years of experience supporting pharmaceutical Speaker Bureau programs.

• Proven experience in launching or implementing speaker bureau programs.

• Experience managing live, virtual, and hybrid speaker programs.

• Strong knowledge of HCP engagement programs, compliance regulations, and Open Payments reporting.

• Demonstrated proficiency in utilizing Cvent, Excel, Zoom, Teams, and bureau platforms.

• Ability to manage multiple programs and priorities concurrently.

• Excellent client-facing communication and relationship management skills.

• Bachelor’s degree or equivalent experience in the industry.

• Willingness to travel up to 25% as required.

• Capacity to work 40 hours per week, Monday–Friday, including evenings and weekends for certain events or meetings.

• Ability to reach, grasp, stand, and/or sit for extended periods; occasionally lift or move up to 25 pounds.

🏝️ Benefits

• Competitive salaries and comprehensive benefits.

• Reasonable accommodations provided during the hiring process.

• Equal opportunity employment.