Meeting Supervisor (pharma/speaker bureau exp needed)
Meeting Supervisor (pharma/speaker bureau exp needed)
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1 Vacancy
Job Description
What Does a Meeting Supervisor Do
- Manage all program logistics including but not limited to venue/site selection contract negotiations travel food and beverage meeting room sets audiovisual and production hotel rooming lists ground transportation and ancillary vendors (i.e. entertainment activities dcor photographer)
- Build and customize registration websites and recruitment material templates with programspecific information and coordinating distribution to all attendees according to necessary timelines
- Ensure the highest standards of quality control of client materials and as appropriate develop best practices protocols for project teams to facilitate such quality control
- Owning the process of producing a congress activity deck coordinating with multiple agencies and stakeholders to gather the necessary information and submit through Veeva for approval.
- Review and approve meeting specifications from all perspectives such as attendees vendors etc. and offering recommendations to reduce costs
- Provide standard and customized reports to clients at specified intervals
- Responsible for attending and participating in new project briefings and kickoff meetings
- Attend multiple internal meetings with Client Services Meeting Services and other key personnel to discuss project status etc.
- Work onsite at small meetings independently or leading the logistics team at large meetings to coordinate meeting logistics/activities with Client Services venue and vendors and offering assistance to team members
- Review and reconcile final invoices and passthrough costs within mandated timelines
- Track and prepare accurate attendee spend reports to comply with the Open Payment Guidelines
- Maintaining ongoing dialog with the line manager and project team throughout the life of the program to evaluate progress and initiate the scope change process if necessary
- Negotiate the best available rates and contract terms with vendors for owned meetings such as hotel F&B A/V ground etc.
- Own the budget (hours & OOP) on assigned meetings and advising the project team of the possible risks. Discuss with the client the challenges and recommendations for correction
- Identify operational change opportunities to improve program execution or increase efficiency and/or decrease costs and elevating and owning the potential plan to the 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
- All other duties as assigned
Qualifications :
What Are We Looking For
- Bachelors degree or 58 years in a pharmaceutical hospitality role
- Planning for live virtual or hybrid meetings; knowledge of hotel bookings and air travel; this role includes fairly heavy speaker bureau work
- Demonstrated proficiency in managing speaker programs through a speaker bureau portal and related virtual platforms including scheduling compliance tracking reporting and troubleshooting technical issues to ensure seamless program execution
- Experience with Trade Shows Convention and/or Congress planning including navigating associations sponsorships symposia product theaters and onsite support
- Understanding and ordering of show services estimating for budgets and submitting expenses and closing out orders
- Managing large group bookings through housing bureaus is highly desirable
- Cvent or another similar registration platform required; Strong Excel; Zoom; WebEx
- CMP (Certified Meeting Professional) is preferred but not required
- Willingness to travel approximately 2530% of the time
- Candidates in Central Time Zone are preferred but not mandatory
Note: While performing the essential functions of this job the employee is frequently required to reach grasp stand and/or sit for long periods of time (up to 90% of the shift) walk talk and hear; occasionally required to lift and/or move up to 25 pounds. The noise level in the work environment is usually moderately quiet with frequent interruptions and multiple demands.
Additional Information :
OUR CULTURAL BELIEFS:
Patient Minded I act with the patients best interest in mind.
Client Delight I own every client experience and its impact on results.
Take Action I am empowered and empower others to act now.
Grow Talent I own my development and invest in the development of others.
Win Together I passionately connect with anyone anywhere anytime to achieve results.
Communication Matters I speak up to create transparent thoughtful and timely dialogue.
Embrace Diversity I create an environment of awareness and respect.
Always Innovate I am bold and creative in everything I do.
EVERSANA is committed to providing competitive salaries and benefits for all employees. The anticipated base salary range for this position is $65000 to $96500 and is not applicable to locations outside of the U.S. The base salary range represents the low and high end of the salary range for this position. Compensation will be determined based on relevant experience other jobrelated qualifications/skills and geographic location (to account for comparative cost of living). EVERSANA reserves the right to modify this base salary range at any time.
Our team is aware of recent fraudulent job offers in the market misrepresenting EVERSANA. Recruitment fraud is a sophisticated scam commonly perpetrated through online services using fake websites unsolicited emails or even text messages claiming to be a legitimate company. Some of these scams request personal information and even payment for training or job application fees. Please know EVERSANA would never require personal information nor payment of any kind during the employment process. We respect the personal rights of all candidates looking to explore careers at EVERSANA.
From EVERSANAs inception Diversity Equity & Inclusion have always been key to our success. We are an Equal Opportunity Employer and our employees are people with different strengths experiences and backgrounds who share a passion for improving the lives of patients and leading innovation within the healthcare industry. Diversity not only includes race and gender identity but also age disability status veteran status sexual orientation religion and many other parts of ones identity. All of our employees points of view are key to our success and inclusion is everyones responsibility.
Consistent with the Americans with Disabilities Act (ADA) and applicable state and local laws it is the policy of EVERSANA to provide reasonable accommodation when requested by a qualified applicant or candidate with a disability unless such accommodation would cause an undue hardship for EVERSANA. The policy regarding requests for reasonable accommodations applies to all aspects of the hiring process. If reasonable accommodation is needed to participate in the interview and hiring process please contact us at .
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Remote Work :
Yes
Employment Type :
Fulltime
Employment Type
Remote
