Proactive, solution-oriented thinker with strong initiative.
Detail-oriented with the ability to manage multiple projects simultaneously.
Bachelor's degree or 8 years in a pharmaceutical hospitality role.
Experience in planning various types of speaker bureau meetings (live, virtual, hybrid).
CMP certification preferred but not required.
Proficient in Zoom, Teams, Bureau Platform, and Excel; Cvent experience is a plus.
Responsibilities
Attend project briefings and contribute to budget development.
Identify operational improvements to enhance program execution.
Maintain communication with management and project teams throughout the project lifecycle.
Oversee end-to-end program execution for assigned clients, managing logistics and vendor negotiations.
Plan and execute high-quality virtual meetings with multimedia components.
Ensure program accuracy and adherence to timelines and expectations.
Track compliance and prepare accurate attendee spend reports.
Benefits
Opportunity to work in a newly created role within a growing team.
Flexibility to support multiple clients and team members.
Engagement in cross-functional collaboration with various departments.
Commitment to diversity, equity, and inclusion in the workplace.
Professional development opportunities through training and mentoring.
Full Job Description
Job Description
WHAT DOES A MEETING SUPERVISOR, SPEAKER BUREAU DO?
The Meeting Supervisor (speaker bureau) is responsible for the independent management and successful execution of speaker bureau meetings, launches, and trainings. This position is newly created due to the continued growth of the Speaker Bureau team and requires flexibility to support multiple clients, as well as provide coverage for team members during holidays and vacations.
Program Operations & Strategy
Attend and participate in new project briefings and kick-off meetings.
Provide input, based on knowledge and experience, to support initial budget development for requested meetings.
Identify operational improvement opportunities to enhance program execution and drive efficiency.
Maintain ongoing dialogue with line management and project teams throughout the project/scope lifecycle to assess progress and initiate scope changes as needed.
Develop and maintain a comprehensive understanding of portal functionality, applying strategic thinking to assess, address, and resolve client requests.
Attend internal meetings with Client Services, Meeting Services, and key stakeholders, independently collaborating cross-functionally by proactively gathering information, asking the right questions, and driving progress.
Support speaker bureau leadership (Director and Senior Director) with reports, strategic and operational presentation development, and training or mentoring of team members.
Program Planning & Execution
Oversee and support end-to-end program execution for assigned speaker bureau clients, managing all logistics such as venue sourcing, contract negotiations, travel, food and beverage, room sets, audiovisual and production, hotel accommodations, and ground transportation.
Independently plan, organize, and execute high-quality virtual meetings with multimedia components, including:
Virtual platform configuration
Serving as primary client support
Managing technology/vendors as applicable
Scheduling and executing rehearsals
Attendee management and communications
Providing attendee assistance, connection troubleshooting, and basic technical support during events
Ensure program accuracy, attendee management integrity, and adherence to timelines and expectations.
Negotiate optimal rates and contract terms with vendors for owned meetings (hotel F&B, audiovisual, transportation, etc.).
Maintain the highest standards of quality control for client materials and contribute to best-practice protocols to support project teams.
Pivot across multiple speaker bureau clients as needed to support shifting priorities, workload balancing, and business demands.
Support coverage for team members during holidays or absences, as required.
Compliance, Financial Oversight & Reporting
Maintain client compliance and proactively escalate challenges, risks, or potential issues.
Track and prepare accurate attendee spend reports in alignment with Open Payments guidelines.
Review, reconcile, and approve final invoices and pass-through costs within required timelines.
Ensure ongoing accuracy and financial accountability across all assigned programs.
Professional Standards & Contribution
Maintain and/or exceed minimum billable utilization requirements for the role.
Demonstrate a commitment to diversity, equity, and inclusion through continuous development, inclusive behaviors, and proactive bias awareness.
Provide standard and customized client reports at specified intervals.
Perform additional duties as assigned.
Qualifications
WHAT ARE WE LOOKING FOR?
Proactive, solution-oriented thinker who anticipates needs, asks thoughtful questions, and takes initiative to address challenges before they escalate.
Detail-oriented professional with the ability to manage multiple workstreams, maintain accuracy, and ensure consistency across client deliverables.
Education: Bachelor's degree or 8 years in a pharmaceutical hospitality role.
Experience and/or Training: Planning of all types of speaker bureau meetings, live, virtual or hybrid
Licenses/Certificates: CMP (Certified Meeting Professional) is preferred but not required
Technology/Equipment: Zoom, Teams, Bureau Platform, Cvent (preferred, but not required), Excel excellence
