Meeting Supervisor (live meeting/pharma agency exp required)
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 manages program logistics and virtual event planning, oversees recruitment and attendee management, provides client reporting, and coordinates with internal teams, venues, and vendors. The position owns assigned meeting budgets, reviews costs and invoices, negotiates vendor terms, and identifies opportunities to improve execution, efficiency, or costs. It also requires a commitment to diversity, equity, and inclusion.
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
- Certified Meeting Professional (CMP) certification is preferred but not required.
Responsibilities
- Manage program logistics, including venue and site selection, contract negotiations, travel, food and beverage, room sets, audiovisual production, hotel rooming lists, ground transportation, and ancillary vendors.
- Plan, organize, and execute virtual meetings with multimedia components, including configuring platforms, managing technology vendors, scheduling rehearsals, and supporting attendees with connection issues and basic technical support.
- Build and customize registration websites and recruitment-material templates, and coordinate distribution to attendees according to timelines.
- 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 cost reductions.
- Provide standard and customized client reports at specified intervals.
- Attend new-project briefings, kick-off meetings, and internal project-status meetings with relevant teams.
- Work onsite at small meetings independently or lead logistics teams at large meetings, coordinating 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 to comply with Open Payment Guidelines.
- Maintain ongoing communication with the line manager and project team, evaluate program progress, and initiate scope changes when necessary.
- Negotiate vendor rates and contract terms for owned meetings.
- Own assigned meeting budgets for hours and out-of-pocket expenses, communicate risks, and discuss challenges and corrective recommendations with clients.
- Identify, develop, and own plans for operational changes that improve execution or efficiency or reduce costs, and elevate them to management.
- Provide input 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 continuous development, inclusive behavior, and proactive bias management.
- Perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
