Director, Meeting Services (Speaker Bureau)

EVERSANA•New York, NY

10h•$100,000 - $130,000

About The Position

The Director, Meeting Services manages team members under the supervision of the VP, Meeting Services and is responsible for financial forecasting, client management, and the strategic and tactical delivery of meeting logistics projects. The role leads a high volume of meetings and oversees assigned accounts, including live, virtual, and hybrid events. The Director manages end-to-end program logistics, such as venue selection, contract negotiations, travel, food and beverage, meeting-room setups, audiovisual production, hotel rooming lists, ground transportation, and ancillary vendors. Responsibilities also include configuring virtual platforms, managing technology vendors, organizing rehearsals, managing attendee communications, and advising clients on meeting formats and timing. The Director oversees registration websites and recruitment materials, quality control, program recruitment, attendee management, meeting specifications, reporting, budgeting, invoices, and attendee-spend compliance. As a people manager, the Director supports team members’ career development, training, and mentoring; forecasts and reports team hours and risks to the VP; and contributes to department procedures and team meetings. The position involves up to 25–30% annual travel and may include other duties as assigned.

Requirements

Bachelor’s degree or 12 years of experience in a pharmaceutical hospitality role.
Experience planning live, virtual, or hybrid meetings.
Knowledge of hotel bookings and air travel.
Ability to travel up to 25–30% annually.
Experience with Cvent or a similar registration platform.
Experience using Excel.

Nice To Haves

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

Responsibilities

Manage team members under the supervision of the VP, Meeting Services, including career development, training, and mentoring.
Forecast hours for self and assigned team members, forecast pass-through costs, and report high and low risks to the VP.
Lead a high volume of meetings and manage clients for logistics projects.
Contribute strategically and tactically to assigned accounts, as appropriate for Meeting Services.
Manage program logistics, including venue and site selection, contract negotiations, travel, food and beverage, room sets, audiovisual and production, hotel rooming lists, ground transportation, and ancillary vendors.
Independently plan, organize, and execute live and high-quality virtual meetings with multimedia components.
Configure virtual platforms, manage technology vendors, and schedule and conduct rehearsals.
Manage attendee communications and advise clients and attendees on appropriate meeting formats and timing.
Build and customize registration websites and recruitment-material templates, and coordinate timely distribution to attendees.
Ensure quality control of client materials and develop best-practice protocols for project teams as appropriate.
Oversee program recruitment and attendee management.
Review and approve meeting specifications from attendee and vendor perspectives, and recommend cost reductions.
Pull job-usage, finance, or Cvent reports for cross-functional team members.
Attend new-project briefings and kickoff meetings and recommend a planner for the team.
Attend internal meetings with client services, meeting services, and other key personnel to discuss project status.
Work onsite at large meetings and lead logistics teams, coordinating activities with Client Services, venues, and vendors and assisting team members.
Review and reconcile final invoices and pass-through costs within mandated timelines.
Track and prepare attendee-spend reports in compliance with Open Payment Guidelines.
Negotiate vendor rates and contract terms for owned meetings, including hotel food and beverage, audiovisual, and ground transportation.
Own assigned meeting budgets for hours and out-of-pocket costs, identify risks, and discuss challenges and corrective recommendations with clients.
Identify operational changes to improve execution or efficiency or reduce costs, and develop and elevate potential plans to management.
Build budgets for requested meetings using provided parameters.
Participate in new-business pitches requiring Meeting Services for Speaker Bureau or live meetings.
Assess vendors routinely for efficiency and fit.
Review department policies, procedures, and forms with the VP and support biweekly team meetings in assigned areas.
Maintain or exceed the minimum billable-utilization percentage for the position level.
Demonstrate commitment to diversity, equity, and inclusion through continuous development and inclusive behavior.
Travel up to 25–30% annually.
Perform other duties as assigned.