Senior Speaker Bureau Coordinator

Fingerpaint Medical

About The Position

The Senior Speaker Bureau Coordinator is responsible for the end-to-end planning, execution, and reconciliation of speaker programs, including dinner meetings and educational lectures, within the medical and pharmaceutical industry. This role serves as a critical operational lead, ensuring programs are executed seamlessly, compliantly, and within budget while maintaining accurate reporting and cross-functional alignment.

Requirements

Bachelor's degree preferred
Experience in pharmaceutical or medical meeting management
Minimum 3 years of speaker bureau event planning experience (required)
Exceptional organizational skills with rigorous attention to detail across high volumes of concurrent programs
Excellent professional communication skills with the ability to effectively engage diverse stakeholders, including patients and healthcare providers
Strong stakeholder management abilities across internal teams and external partners
Proven ability to thrive in a fast-paced, high-volume work environment
High attention to detail with compliance focus
Proficiency in Microsoft Office and web-based systems

Responsibilities

Serve as the primary liaison between Sales Representatives, Healthcare Professional (HCP) speakers, and venues across the United States
Manage all logistics including venue sourcing, contracting, menu planning, AV, and on-site execution
Ensure all program elements align with client business rules and regulatory standards
Research and secure compliant venues aligned with cost thresholds and program requirements
Oversee food & beverage selections and ensure compliance with industry guidelines
Coordinate speaker scheduling, confirmations, and communications
Manage travel logistics including airfare, hotel, and ground transportation
Manage program budgets, invoice review, and reconciliation
Ensure timely processing of honoraria, reimbursements, and vendor payments
Maintain financial accuracy for reporting and audit readiness
Maintain accurate records across all programs in internal systems
Track program lifecycle from initiation through closeout
Partner with travel agencies, AV vendors, and third parties
Deliver high-quality service to internal and external stakeholders
Complete all post-program documentation and reconciliation requirements
Ensure timely and accurate program closeout
Support onboarding and training of new team members
Provide backup support to leadership and assist with special projects
Participate in after-hours support rotation
Perform additional duties as assigned