Meeting Supervisor (speaker bureau/pharma agency exp required)

EVERSANA•New York, NY

6h•$66,950 - $97,000

About The Position

The Meeting Supervisor (Speaker Bureau) independently manages and successfully executes speaker bureau meetings, launches, and trainings. The role supports multiple clients and provides coverage for team members during holidays and vacations. It oversees program strategy, planning, execution, compliance, financial oversight, reporting, and quality control, while collaborating with client services, meeting services, leadership, project teams, and other stakeholders. The position may be hired in select U.S. locations and involves travel of up to 25–30% annually.

Requirements

Bachelor’s degree or 8 years of experience in a pharmaceutical hospitality role.
Experience planning speaker bureau meetings in live, virtual, or hybrid formats.
Proactive, solution-oriented approach, with initiative to anticipate needs and address challenges.
Strong attention to detail and ability to manage multiple workstreams while maintaining accuracy and consistency.
Proficiency with Zoom, Teams, a Bureau Platform, and Excel.
Willingness to travel up to 25–30% annually.

Nice To Haves

CMP (Certified Meeting Professional) certification.
Experience with Cvent.

Responsibilities

Attend and participate in new project briefings and kick-off meetings.
Provide input to support initial budgets for requested meetings.
Identify operational improvements that enhance program execution and efficiency.
Maintain dialogue with line management and project teams to assess progress and initiate scope changes when needed.
Develop and maintain knowledge of portal functionality and assess and resolve client requests.
Collaborate independently with Client Services, Meeting Services, and other stakeholders, gathering information and driving progress.
Support Speaker Bureau leadership with reports, strategic and operational presentations, and training or mentoring team members.
Oversee end-to-end execution of assigned speaker bureau programs, including venue sourcing, contract negotiations, travel, food and beverage, room sets, audiovisual and production, hotel accommodations, and ground transportation.
Plan and execute virtual meetings, including configuring platforms, supporting clients, managing technology and vendors, scheduling and conducting rehearsals, managing attendee communications, and providing event-day assistance and basic technical troubleshooting.
Ensure program accuracy, attendee-management integrity, timelines, and expectations are maintained.
Negotiate vendor rates and contract terms for assigned meetings.
Maintain quality control for client materials and contribute to best-practice protocols.
Support multiple speaker bureau clients as priorities and business demands shift, and provide team coverage during holidays or absences as required.
Maintain client compliance and escalate challenges, risks, or potential issues.
Track and prepare attendee spend reports aligned with Open Payments guidelines.
Review, reconcile, and approve final invoices and pass-through costs within required timelines.
Maintain financial accountability and accuracy across assigned programs.
Meet or exceed minimum billable utilization requirements.
Provide standard and customized client reports at specified intervals.
Demonstrate commitment to diversity, equity, and inclusion through development, inclusive behavior, and bias awareness.
Perform additional duties as assigned.