Meeting Supervisor (live meeting/pharma agency exp required)

EVERSANA•Chicago, IL

2d•$65,000 - $93,000•Onsite

About The Position

The Meeting Supervisor is responsible for the independent management and successful execution of live meetings and virtual events, including Advisory Meetings, Congresses, Product Launches, Speaker Trainings, Peer-to-Peer Events, Product theaters, and Webinars. This role involves managing all program logistics, from venue selection and contract negotiations to travel, food and beverage, meeting room setups, audio-visual production, hotel rooming lists, ground transportation, and ancillary vendors. For virtual events, the supervisor will independently plan, organize, and execute high-quality meetings with multimedia components, including virtual platform configuration, managing technology vendors, scheduling rehearsals, attendee management and communication, and providing basic technical support. The role also includes building and customizing registration websites and recruitment material templates, ensuring quality control of client materials, developing best practices, overseeing program recruitment and attendee management, reviewing meeting specifications for cost-saving recommendations, providing client reports, attending project briefings and kick-off meetings, and collaborating with internal teams. On-site, the supervisor will work independently at small meetings or lead logistics teams at large meetings, coordinating with clients, venues, and vendors. Responsibilities also include reviewing and reconciling invoices, tracking attendee spend for Open Payment Guidelines compliance, maintaining communication with management, negotiating vendor rates and contract terms, owning budgets, identifying operational improvement opportunities, providing budget input for new meetings, and maintaining billable utilization percentages. A commitment to diversity, equity, and inclusion is also expected.

Requirements

Bachelor’s degree or 8 years in a pharmaceutical hospitality role.
Experience in planning for live, virtual, or hybrid meetings.
Knowledge of hotel bookings and air travel.
Experience with Cvent or another similar registration platform.
Proficiency in Excel.

Nice To Haves

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

Responsibilities

Independent management and successful execution of live meetings and virtual events.
Managing all program logistics, including venue/site selection, contract negotiations, travel, food and beverage, meeting room sets, audio-visual and production, hotel rooming lists, ground transportation, and ancillary vendors.
Independent planning, organizing, and seamless execution of high-quality virtual event meetings with multimedia components.
Virtual platform configuration and managing technology vendors for virtual events.
Scheduling and executing rehearsals to ensure all parties are prepared for success.
Attendee management and communication, including offering assistance with connection issues and basic technical support during events.
Building and customizing registration websites and recruitment material templates and coordinating distribution.
Ensuring the highest standards of quality control of client materials and developing best practices protocols.
Oversight and management of program recruitment and attendee management.
Reviewing and approving meeting specifications and offering recommendations to reduce costs.
Providing standard and customized reports to clients.
Attending and participating in new project briefings and kick-off meetings.
Attending internal meetings to discuss project status.
Working on-site at small meetings independently or leading the logistics team at large meetings.
Reviewing and reconciling final invoices and pass-through costs.
Tracking and preparing accurate attendee spend reports to comply with the Open Payment Guidelines.
Maintaining ongoing dialog with the line manager and project team throughout the life of the program.
Negotiating the best available rates and contract terms with vendors.
Owning the budget (hours & OOP) on assigned meetings and advising the project team of possible risks.
Identifying operational change opportunities to improve program execution or increase efficiency and/or decrease costs.
Providing input through knowledge and experience to begin to build a budget for a requested meeting.
Maintaining and/or exceeding the minimum billable utilization percentages for the position level.
Demonstrating a commitment to diversity, equity, and inclusion.