Director, Meeting Services – Speaker Bureau

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

📋 Description

• Supervise team members under the guidance of the VP, Meeting Services

• Anticipate hours for oneself and assigned team members along with pass-through expenses

• Direct high-volume meetings and oversee client logistics projects

• Handle program logistics, including venue selection, contract negotiations, travel arrangements, food and beverage services, room setups, A/V requirements, hotel rooming lists, transportation, and coordination with ancillary vendors

• Independently plan and implement live and high-quality virtual meetings that include multimedia elements

• Configure virtual platforms, manage technology vendors, and facilitate rehearsals

• Oversee attendee management and communications

• Provide guidance to clients and attendees regarding meeting formats and schedules

• Develop and customize registration websites and recruitment materials

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

• Supervise program recruitment and attendee management

• Review meeting specifications and suggest cost-saving measures

• Generate job usage, finance, and Cvent reports

• Engage in project briefings, kickoff meetings, internal status updates, and pitches for new business

• Lead logistics teams on-site at large meetings and coordinate efforts with clients, venues, and vendors

• Review and reconcile final invoices and pass-through costs

• Prepare attendee spend reports in compliance with Open Payments Guidelines

• Negotiate vendor rates and contract conditions

• Manage meeting budgets and advise project teams on potential risks and corrective measures

• Identify operational enhancements to boost execution, efficiency, and cost-effectiveness

• Develop meeting budgets and evaluate vendors

• Offer career development, training, and mentoring as a people manager

• Forecast hours and communicate risks to the VP

• Review departmental policies and facilitate biweekly team meetings

• Maintain or exceed minimum billable utilization percentages

• Exhibit 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

• CMP (Certified Meeting Professional) designation preferred but not mandatory

• Proficient in Cvent or a comparable registration platform

• Strong skills in Excel

• Willingness to travel up to 25–30% annually

🏝️ Benefits

• Competitive salary and comprehensive benefits

• Reasonable accommodations during the hiring process for qualified applicants with disabilities

• Up to 25–30% travel required annually