Meeting Supervisor (live meeting/pharma agency exp required)

EVERSANA INTOUCH•Chicago, IL

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, audio-visual, and ancillary vendors. For virtual events, the supervisor will manage platform configuration, technology vendors, rehearsals, and attendee support, including basic technical assistance. The position also includes building registration websites, ensuring quality control of client materials, overseeing attendee management, reviewing meeting specifications, providing client reports, and participating in project briefings and internal meetings. The role requires working on-site at meetings to coordinate logistics and assisting team members. Additionally, the Meeting Supervisor will review and reconcile invoices, track attendee spend, maintain communication with management, negotiate vendor rates, manage budgets, identify operational improvements, contribute to budget building, and maintain 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.
Planning for live, virtual, or hybrid meetings.
Knowledge of hotel bookings and air travel.
Cvent or another similar registration platform required.
Excel.

Nice To Haves

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

Responsibilities

Manage all program logistics for live meetings and virtual events, 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.
Independently plan, organize, and execute high-quality virtual event meetings with multimedia components, including virtual platform configuration, managing technology vendors, and scheduling/executing rehearsals.
Provide attendee management and communication, offering assistance and guidance with attendee connection issues and basic technical support during events.
Build and customize registration websites and recruitment material templates, coordinating distribution to attendees.
Ensure the highest standards of quality control for client materials and develop best practices protocols for project teams.
Oversee and manage program recruitment and attendee management.
Review and approve meeting specifications from all perspectives, offering recommendations to reduce costs.
Provide standard and customized reports to clients at specified intervals.
Attend and participate in new project briefings and kick-off meetings.
Attend internal meetings with Client Services, Meeting Services, and other personnel to discuss project status.
Work on-site at small meetings independently or lead the logistics team at large meetings to coordinate logistics and activities.
Review and reconcile final invoices and pass-through costs within mandated timelines.
Track and prepare accurate attendee spend reports to comply with the Open Payment Guidelines.
Maintain ongoing dialog with the line manager and project team to evaluate progress and initiate scope change processes.
Negotiate the best available rates and contract terms with vendors for owned meetings.
Own the budget (hours & OOP) on assigned meetings and advise the project team of possible risks.
Discuss challenges and recommendations with the client for correction.
Identify operational change opportunities to improve program execution, increase efficiency, or decrease costs, and present potential plans to management.
Provide input through knowledge and experience to begin to build a budget for a requested meeting.
Maintain and/or exceed the minimum billable utilization percentages for the position level.
Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias.
Perform all other duties as assigned.