Meeting Supervisor (speaker bureau/pharma agency exp required)

EVERSANA INTOUCH•New York, NY

About The Position

The Meeting Supervisor (speaker bureau) independently manages and successfully executes speaker bureau meetings, launches, and trainings. This newly created role supports multiple clients and provides coverage for team members during holidays and vacations. The position oversees program operations and strategy, end-to-end event planning and execution, compliance, financial oversight, reporting, and quality control. It also supports speaker bureau leadership with reports, presentations, training, and mentoring, while maintaining the role’s minimum billable utilization requirements. The role is eligible for hire in select U.S. locations and requires 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 of all types, including live, virtual, and hybrid meetings.
Proactive, solution-oriented approach: anticipates needs, asks thoughtful questions, takes initiative, and addresses challenges before they escalate.
Strong attention to detail and ability to manage multiple workstreams while maintaining accuracy and consistency across client deliverables.
Ability to travel up to 25–30% annually.

Nice To Haves

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

Responsibilities

Attend and participate in new project briefings and kickoff meetings, and contribute experience-based input to initial meeting budgets.
Identify operational improvements and maintain dialogue with line management and project teams to assess progress and initiate scope changes as needed.
Develop a comprehensive understanding of portal functionality and use strategic thinking to assess and resolve client requests.
Collaborate independently with Client Services, Meeting Services, and key stakeholders, proactively gathering information and driving progress.
Support the Director and Senior Director with reports, strategic and operational presentations, and team training or mentoring.
Oversee and support end-to-end execution for assigned speaker bureau clients, including venue sourcing, contract negotiations, travel, food and beverage, room sets, audiovisual and production, hotel accommodations, and ground transportation.
Plan, organize, and execute virtual meetings, including platform configuration, client support, vendor and technology coordination, rehearsals, attendee management and communications, troubleshooting, and basic technical support during events.
Ensure program accuracy, attendee-management integrity, and adherence to timelines and expectations.
Negotiate vendor rates and contract terms for owned meetings.
Maintain quality control of client materials and contribute to best-practice protocols for project teams.
Support multiple speaker bureau clients as priorities and workloads shift, and provide coverage for team members during holidays or absences.
Maintain client compliance and proactively escalate challenges, risks, or potential issues.
Track and prepare accurate attendee-spend reports in accordance with Open Payments guidelines.
Review, reconcile, and approve final invoices and pass-through costs within required timelines; maintain financial accuracy and accountability.
Meet or exceed minimum billable utilization requirements.
Provide standard and customized client reports at specified intervals.
Demonstrate commitment to diversity, equity, and inclusion through ongoing development, inclusive behavior, and awareness of potential bias.
Perform additional duties as assigned.