Meeting Supervisor (live meeting/pharma agency exp required)

EVERSANA INTOUCH•New York, NY

About The Position

The Meeting Supervisor independently manages and successfully executes live meetings and virtual events, including advisory meetings, congresses, product launches, speaker trainings, peer-to-peer events, product theaters, and webinars. The role oversees meeting logistics and virtual-event planning, attendee and recruitment management, vendor coordination, budgets, reporting, and quality control. The supervisor may work onsite at small meetings independently or lead a logistics team at larger meetings, coordinating with Client Services, venues, vendors, and other team members. The position also contributes to client recommendations, cost control, operational improvements, and inclusive team practices.

Requirements

Bachelor’s degree or eight years of experience in a pharmaceutical hospitality role.
Experience planning live, virtual, or hybrid meetings.
Knowledge of hotel bookings and air travel.
Experience with Cvent or a similar registration platform.
Excel skills.

Nice To Haves

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

Responsibilities

Manage program logistics, including venue and site selection, contract negotiations, travel, food and beverage, meeting room setups, audio-visual production, hotel rooming lists, ground transportation, and ancillary vendors.
Independently plan, organize, and execute virtual events with multimedia components.
Configure virtual platforms, manage technology vendors, and schedule and conduct rehearsals.
Manage attendee communications and provide guidance and basic technical support for connection issues during events.
Build and customize registration websites and recruitment-material templates, and coordinate their distribution to attendees on schedule.
Ensure client materials meet quality standards 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.
Provide standard and customized reports to clients at specified intervals.
Attend new-project briefings, kick-off meetings, and internal project-status meetings with relevant teams.
Work onsite independently at small meetings or lead logistics teams at larger meetings, coordinating activities with Client Services, venues, and vendors and assisting team members.
Review and reconcile final invoices and pass-through costs within required timelines.
Track and prepare accurate attendee-spend reports in compliance with Open Payment Guidelines.
Maintain ongoing communication with the line manager and project team, evaluate program progress, and initiate scope changes when necessary.
Negotiate favorable vendor rates and contract terms for owned meetings.
Own the budget, including hours and out-of-pocket costs, for assigned meetings and advise the project team of potential risks.
Discuss challenges and corrective recommendations with clients.
Identify operational changes that could improve execution, efficiency, or costs, and develop and elevate potential plans to management.
Use experience to help develop budgets for requested meetings.
Meet or exceed minimum billable-utilization percentages for the position level.
Demonstrate commitment to diversity, equity, and inclusion through ongoing development, inclusive behavior, and proactive bias management.
Perform other duties as assigned.