Senior Meeting Planner (pharma agency/speaker bureau exp required)

EVERSANA•Chicago, IL

3d•$56,000 - $84,000

About The Position

The Senior Meeting Planner is a key contributor to the successful execution of pharmaceutical speaker programs, both live and virtual. This role is dedicated to supporting the Speaker Bureau, ensuring compliance with industry regulations, client standards, and delivering seamless experiences for all stakeholders (sales team, speakers, brand leads, etc). The ideal candidate will have prior experience managing speaker programs, strong knowledge of bureau operations, and working within a speaker bureau portal. Advanced organizational skills, exceptional attention to detail, and the ability to collaborate across internal teams and external vendors are essential. Occasional travel and on-site support are required. The Meeting Planner may also assist with additional types of meetings including advisory boards, training meetings, product theaters/symposia, and national sales meetings and POAs. The Meeting Planner should be highly motivated and able to succeed in a dynamic environment.

Requirements

Experience: Minimum 2–3 years in meeting planning with a focus on pharmaceutical speaker programs; agency experience preferred.
Education: Bachelor’s Degree required; CMP Certification preferred.
Technical Skills: Proficiency in Microsoft Office Suite.
Experience with CVENT and other registration platforms.
Familiarity with virtual meeting tools (Zoom, Teams, On24).
Industry Knowledge: Understanding of hotel, air travel, and speaker bureau planning processes; strong compliance awareness.
Core Competencies: Strong organizational and multitasking skills.
Ability to work independently and manage programs simultaneously and plan up to 300 programs annually.
Excellent problem-solving skills.
Travel: Approximately 25–30% annually. Must be available during select evenings to provide on-call support for live programs and assist with virtual program operations.

Responsibilities

Coordinate all logistics for speaker programs (live and virtual), including venue/site selection, contract negotiations, travel, food and beverage, meeting room setup, virtual platform management, and AV coordination while maintaining all client compliance standards.
Assist with speaker onboarding, training schedules, and keeping accurate, current compliance documentation.
Maintain accurate speaker profiles, availability, and program assignments within bureau systems.
Ensure adherence to PhRMA, FDA, OIG, ACCME, and Sunshine Act guidelines.
Track and prepare accurate attendee and speaker spend reports for Sunshine Act reporting.
Process healthcare professional honoraria and vendor invoices in compliance with internal and regulatory standards.
Utilize proprietary speaker bureau portal for program planning, attendee registration, bureau reporting, and data management. CVENT is used for non-bureau engagements and experience is a plus.
Update templates and program materials; coordinate distribution to attendees and speakers.
Maintain bureau databases and reporting dashboards for program performance and compliance.
Partner with both internal and external teams to ensure timely coordination and approvals.
Maintain ongoing dialogue with manager and project team throughout program lifecycle.
Support outsourced transportation arrangements and manage arrival/departure manifests.
Provide on-site support for select programs and manage virtual event execution.
Demonstrate flexibility and teamwork in a fast-paced environment.
Work within and manage assigned and budgeted labor hours by job and position level, to ensure minimum standards of job profitability
Maintain and/or exceed minimum billable utilization percentages for position level
All other duties as assigned.