Meeting Supervisor – Speaker Bureau, Pharma Agency Experience Required

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

📋 Description

• Independently oversee and effectively implement speaker bureau meetings, launches, and training sessions.

• Participate in project briefings and initial kick-off meetings.

• Assist in the preliminary development of budgets and identify areas for operational enhancements.

• Maintain ongoing project communication, evaluate progress, and initiate changes to the project scope.

• Comprehend and address client inquiries by utilizing portal functionalities.

• Collaborate with Client Services, Meeting Services, and other key stakeholders.

• Aid speaker bureau leadership with reports, presentations, training, and mentoring initiatives.

• Manage all aspects of program logistics, including venues, contracts, travel, catering, room layouts, audiovisual production, accommodations, and transportation.

• Organize and implement virtual meetings, covering platform setup, client support, vendor management, rehearsals, attendee communications, and technical assistance.

• Ensure program precision, integrity in attendee management, adherence to timelines, and maintenance of quality standards.

• Negotiate vendor pricing and contract terms effectively.

• Provide support for multiple clients and ensure coverage during holidays or absences.

• Ensure client compliance and escalate any risks or issues that arise.

• Track attendee spending reports in accordance with Open Payments guidelines.

• Review, reconcile, and authorize invoices and associated costs.

• Maintain financial accountability while meeting billable utilization targets.

• Generate both standard and customized reports for clients.

⛳️ Requirements

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

• Proven experience in planning various types of speaker bureau meetings, whether live, virtual, or hybrid.

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

• Proficient in Zoom, Teams, Bureau Platform, and Excel.

• Familiarity with Cvent is preferred but not essential.

• Demonstrated proactive and solution-focused mindset.

• Ability to manage multiple workstreams while maintaining attention to detail.

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

• Capability to work in designated U.S. locations based on business and operational needs.

🏝️ Benefits

• Competitive salary and comprehensive benefits.

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

• An inclusive culture that prioritizes diversity, equity, and inclusion.