Director, Meeting Services Speaker Bureau

EVERSANA•Chicago, IL

4h•$88,000 - $130,000

About The Position

What Does a Director, Meeting Services Speaker Bureau Do?The Director, Meeting Services Speaker Bureau is responsible for the management of team members and Clients under the supervision of the VP, Meeting Services. Responsible for achieving financial objectives by accurately forecasting hours for themselves and team members assigned and pass-through costs on assigned projects.The Director is also responsible for leading a high volume of bureau business within and managing clients for logistics projects. This role is responsible for contributing and supervising strategically and tactically on assigned accounts, as appropriate for Meeting Services.Partner with development as the SME in Speaker Bureaus and drive new builds of portals as needed for clients including workflows, dashboards, recommended reports and compliance gates.Analyze existing business and make recommendations for streamlining and improvements to process.Lead discovery meetings with new clients, gather client company guidelines and write recommended business rules and SOP for internal Team to follow.Being responsible for strategic planning, organizing, and onboarding of live and high-quality virtual Speaker Bureau meetings with multimedia components. Including but not limited to:Virtual platform configurationManage technology vendorSchedule and execute rehearsals to ensure all parties are prepared for successAttendee management and communicationOffer guidance to clients and attendees with confidence as to the best format and meeting timings.Supporting client on recommended recruitment materials and templates with program-specific information and coordinating submission and distribution for approval.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.Partner with client for planning of annual and mid-interval trainings of Speakers and on-boarding /training of reps.Periodic onduct audits of executed meetings from all perspectives such as attendees, vendors, etc., and offering recommendations to reduce costsAbility to pull reports (Job usage, finance, or Portals) for team members cross-functionallyAttending and participating in new project briefings and kick-off meetings and recommending the planner for the team.Attending multiple internal meetings with client services, meeting services, and other key personnel to discuss project status, etc.Working on-site and leading assigned Client’s meeting services team at Speaker meetings to coordinate meeting logistics/ activities with 3rd party agency, venue, and vendors, and offering assistance/guidance to team membersReviewing and reconciling final invoices and pass-through costs within mandated timelinesOversee final reports for accurate attendee spend to comply with the Open Payment Guidelines and client’s business rules.Owning the budget (hours & OOP) on assigned client’s meetings and advising the of the possible risks. Discussing with the client the challenges and recommendations for correctionIdentifying operational change opportunities to improve program execution or increase efficiency and/or decrease costs and elevating and owning the potential plan to the management.Building budgets for a requested bureaus/meetings based on provided parametersParticipating in new business pitches which require Meeting Services either for Speaker Bureau or LiveRoutinely assessing vendors for efficiencies and fitAs a people manager, being responsible for career development, training, and mentoring.Direct report responsibility of forecasting hours and reporting of high/low risks to the VPReviewing department policies, procedures, and forms and working with the VP and Senior Director to stay proactive in updatesSupporting bi-weekly team meetings in conjunction with the VP in the assigned areasMaintaining and/or exceeding minimum billable utilization percentages for the position levelDemonstrating a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias. All other duties as assigned

Requirements

12 years in a pharmaceutical meeting planning role with team management experience; ideally will have 10 years of Speaker Bureau experience
Client-facing experience is a must!
Planning for live, virtual, or hybrid meetings; knowledge of Zoom webinars is a plus, as well as hotel bookings and air travel
Excel mastery and Cvent is a plus
Bachelor's or Associate's Degree OR relative years of industry experience is required

Nice To Haves

CMP is a nice to have but not required

Responsibilities

Management of team members and Clients under the supervision of the VP, Meeting Services.
Achieving financial objectives by accurately forecasting hours for themselves and team members assigned and pass-through costs on assigned projects.
Leading a high volume of bureau business within and managing clients for logistics projects.
Contributing and supervising strategically and tactically on assigned accounts, as appropriate for Meeting Services.
Partner with development as the SME in Speaker Bureaus and drive new builds of portals as needed for clients including workflows, dashboards, recommended reports and compliance gates.
Analyze existing business and make recommendations for streamlining and improvements to process.
Lead discovery meetings with new clients, gather client company guidelines and write recommended business rules and SOP for internal Team to follow.
Being responsible for strategic planning, organizing, and onboarding of live and high-quality virtual Speaker Bureau meetings with multimedia components.
Virtual platform configuration
Manage technology vendor
Schedule and execute rehearsals to ensure all parties are prepared for success
Attendee management and communication
Offer guidance to clients and attendees with confidence as to the best format and meeting timings.
Supporting client on recommended recruitment materials and templates with program-specific information and coordinating submission and distribution for approval.
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.
Partner with client for planning of annual and mid-interval trainings of Speakers and on-boarding /training of reps.
Periodic conduct audits of executed meetings from all perspectives such as attendees, vendors, etc., and offering recommendations to reduce costs
Ability to pull reports (Job usage, finance, or Portals) for team members cross-functionally
Attending and participating in new project briefings and kick-off meetings and recommending the planner for the team.
Attending multiple internal meetings with client services, meeting services, and other key personnel to discuss project status, etc.
Working on-site and leading assigned Client’s meeting services team at Speaker meetings to coordinate meeting logistics/ activities with 3rd party agency, venue, and vendors, and offering assistance/guidance to team members
Reviewing and reconciling final invoices and pass-through costs within mandated timelines
Oversee final reports for accurate attendee spend to comply with the Open Payment Guidelines and client’s business rules.
Owning the budget (hours & OOP) on assigned client’s meetings and advising the 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.
Building budgets for a requested bureaus/meetings based on provided parameters
Participating in new business pitches which require Meeting Services either for Speaker Bureau or Live
Routinely assessing vendors for efficiencies and fit
As a people manager, being responsible for career development, training, and mentoring.
Direct report responsibility of forecasting hours and reporting of high/low risks to the VP
Reviewing department policies, procedures, and forms and working with the VP and Senior Director to stay proactive in updates
Supporting bi-weekly team meetings in conjunction with the VP in the assigned areas
Maintaining and/or exceeding 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