Meeting Supervisor – Live Meeting, Pharma Experience Required

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

📋 Description

• Take charge of managing and executing live meetings and virtual events independently, including Advisory Meetings, Congresses, Product Launches, Speaker Trainings, Peer-to-Peer Events, Product theaters, and Webinars.

• Oversee program logistics such as venue/site selection, negotiating contracts, arranging travel, managing food and beverage, setting up meeting rooms, handling audio-visual and production needs, organizing hotel rooming lists, arranging ground transportation, and coordinating with ancillary vendors.

• Strategically plan, organize, and execute virtual events featuring multimedia components.

• Configure virtual platforms and supervise technology vendors.

• Schedule and conduct rehearsals.

• Manage attendee communications, registration websites, and recruitment materials.

• Provide assistance for attendee connections and offer basic technical support during events.

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

• Oversee program recruitment and manage attendee participation.

• Review meeting specifications and suggest cost-saving measures.

• Deliver both standard and customized reports to clients.

• Participate in project briefings, kick-off meetings, and internal project-status meetings.

• Work independently at small meetings or lead logistics teams at larger gatherings.

• Review and reconcile final invoices alongside pass-through costs.

• Track and prepare attendee expenditure reports to ensure compliance with Open Payment Guidelines.

• Maintain open communication with the line manager and project team, initiating scope changes as necessary.

• Negotiate vendor rates and contract terms effectively.

• Manage assigned meeting budgets and inform project teams of potential risks.

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

• Maintain or surpass minimum billable utilization percentages.

• Exhibit a strong commitment to diversity, equity, and inclusion.

⛳️ Requirements

• Bachelor’s degree or 8 years of experience in a pharmaceutical hospitality role.

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

• Knowledgeable in hotel bookings and air travel arrangements.

• Proficiency in Cvent or another comparable registration platform is required.

• Skilled in Excel.

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

• Ability to work effectively in select U.S. locations.

• Strong commitment to diversity, equity, and inclusion.

🏝️ Benefits

• Competitive salaries and comprehensive benefits.

• Option for remote work.

• Initiatives promoting diversity, equity, and inclusion.

• Reasonable accommodations provided during the hiring process.