Director, Meeting Services (Speaker Bureau)

EVERSANA INTOUCH•New York, NY

About The Position

The Director, Meeting Services manages team members under the supervision of the VP, Meeting Services and leads high volumes of meetings and client logistics projects. The role contributes strategically and tactically to assigned accounts, manages program logistics, and oversees the successful execution of live, virtual, and hybrid meetings. It also owns meeting budgets and financial forecasting, supports new business development, and identifies ways to improve program execution and efficiency. As a people manager, the Director is responsible for team members’ career development, training, and mentoring.

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.

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.
Accurately forecast hours for the Director and assigned team members, as well as pass-through costs, to achieve financial objectives.
Lead a high volume of meetings and manage clients for logistics projects.
Contribute strategically and tactically to assigned accounts.
Manage program logistics, including venue and site selection, contract negotiations, travel, food and beverage, meeting room sets, audio-visual 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 provide clients and attendees guidance on meeting formats and timing.
Build and customize registration websites and recruitment material templates, and coordinate their distribution to attendees on schedule.
Ensure quality control of client materials and develop best-practice protocols for project teams as appropriate.
Oversee program recruitment and attendee management.
Review meeting specifications from attendee and vendor perspectives and recommend ways to reduce costs.
Generate job usage, finance, or Cvent reports for cross-functional team members.
Attend new project briefings and kick-off meetings and recommend a planner for the team.
Participate in internal meetings with client services, meeting services, and other personnel to discuss project status.
Work on-site at large meetings and lead the logistics team, 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 accurate attendee spend reports to comply with Open Payment Guidelines.
Negotiate rates and contract terms with vendors for owned meetings, including hotel food and beverage, audio-visual, and ground transportation.
Own assigned meeting budgets for hours and out-of-pocket costs, advise the project team of potential risks, and discuss challenges and corrective recommendations with clients.
Identify operational changes that could improve execution, efficiency, or costs, and develop and elevate plans to management.
Build budgets for requested meetings based on provided parameters.
Participate in new business pitches requiring Meeting Services for Speaker Bureau or Live.
Assess vendors routinely for efficiency and suitability.
Support team members’ career development, training, and mentoring; forecast direct reports’ hours and report high- and low-risk issues to the VP.
Review department policies, procedures, and forms and work with the VP to keep them current.
Support biweekly team meetings with the VP 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.