Job DescriptionWHAT DOES A MEETING SUPERVISOR DO?The Meeting Supervisor is responsible for the independent management and successful execution of live meetings and virtual events, including Advisory Meetings, Congresses, Product Launches, Speaker Trainings, Peer-to-Peer Events, Product theaters, and Webinars.
- Being responsible for managing all program logistics, including but not limited to venue/site selection, contract negotiations, travel, food and beverage, meeting room sets, audio-visual and production, hotel rooming lists, ground transportation, and ancillary vendors (i.e., entertainment, activities, décor, photographer)
- Being responsible for independent planning, organizing, and seamless execution of high-quality virtual event meetings with multimedia components. Including but not limited to:
- Virtual platform configuration
- Schedule and execute rehearsals to ensure all parties are prepared for success
- Attendee management and communication
- Offer assistance and guidance with any attendee connection issues, as well as basic technical support during an event and to the client
- Building and customizing registration websites and recruitment material templates with program-specific information and coordinating distribution to all attendees according to necessary timelines
- Ensuring the highest standards of quality control of client materials and, as appropriate, developing best practices protocols for project teams to facilitate such quality control
- Being responsible for the oversight and management of program recruitment and attendee management
- Reviewing and approving meeting specifications from all perspectives such as attendees, vendors, etc., and offering recommendations to reduce costs
- Providing standard and customized reports to clients at specified intervals
- Being responsible for attending and participating in new project briefings and kick-off meetings
- Attending multiple internal meetings with Client Services, Meeting Services, and other key personnel to discuss project status, etc
- Working on-site at small meetings independently or leading the logistics team at large meetings to coordinate meeting logistics/activities with Client Services, venue, and vendors, and offering assistance to team members
- Reviewing and reconciling final invoices and pass-through costs within mandated timelines
- Tracking and preparing accurate attendee spend reports to comply with the Open Payment Guidelines
- Maintaining ongoing dialog with the line manager and project team throughout the life of the program to evaluate progress and initiate the scope change process, if necessary
- Negotiating the best available rates and contract terms with vendors for owned meetings such as hotel F&B, A/V, ground, etc.
- Owning the budget (hours & OOP) on assigned meetings and advising the project team of the possible risks. Discussing with the client the challenges and recommendations for correction
- Identifying operational change opportunities to improve program execution or increase efficiency and/or decrease costs and elevating and owning the potential plan to the management.
- Providing input through knowledge and experience to begin to build a budget for a requested meeting
- Maintaining and/or exceeding the minimum billable utilization percentages for the position level
- Demonstrating a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias
- All other duties as assigned
QualificationsWHAT ARE WE LOOKING FOR?- Education: Bachelor's degree or 8 years in a pharmaceutical hospitality role.
- Experience and/or Training: Planning for live, virtual, or hybrid meetings; knowledge of hotel bookings and air travel
- Licenses/Certificates: CMP (Certified Meeting Professional) is preferred but not required
- Technology/Equipment: Cvent or another similar registration platform required, Excel
Additional Information 
