Director, Meeting Services

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

📋 Description

• Oversee team members while reporting to the VP of Meeting Services.

• Anticipate hours and pass-through expenses to meet financial goals.

• Direct high-volume meetings and coordinate logistics projects for clients.

• Handle venue selection, contract discussions, travel arrangements, food and beverage services, room setups, audiovisual production, rooming lists, transportation, and ancillary vendors.

• Organize and implement live and virtual multimedia events.

• Set up virtual platforms, manage technology suppliers, and facilitate rehearsals.

• Manage attendee recruitment, communications, and registration platforms.

• Ensure quality control of client materials and establish best-practice protocols.

• Analyze meeting specifications and suggest cost-saving measures.

• Generate job usage, finance, and Cvent reports.

• Engage in project briefings, kickoffs, internal meetings, and business proposals.

• Lead logistics teams onsite during large meetings.

• Review and reconcile invoices along with pass-through expenses.

• Create attendee spending reports to comply with Open Payments Guidelines.

• Negotiate vendor pricing and contract conditions.

• Manage meeting budgets and counsel project teams on risks and corrective measures.

• Identify operational enhancements and cost-saving opportunities.

• Construct meeting budgets and evaluate vendors.

• Develop, train, and guide direct reports.

• Review departmental policies and contribute to bi-weekly team meetings.

• Maintain or surpass the minimum billable utilization percentages.

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

⛳️ Requirements

• Bachelor’s degree or 12 years of experience in a pharmaceutical hospitality role.

• Proven experience in planning live, virtual, or hybrid meetings.

• Familiarity with hotel bookings and air travel logistics.

• Experience with Cvent or similar registration platforms.

• Proficiency in Excel.

• Willingness to travel up to 25–30% annually.

• CMP (Certified Meeting Professional) certification is preferred but not mandatory.

🏝️ Benefits

• Competitive salary and comprehensive benefits package.

• CMP certification is preferred but not mandatory.

• Up to 25–30% travel required annually.

• Commitment to diversity, equity, and inclusion initiatives.

• Reasonable accommodations provided during the hiring process.