Director, Meeting Services Speaker Bureau

What Does a Director Meeting Services Speaker Bureau Do

The Director Meeting Services Speaker Bureau is responsible for the management of team members and Clients under the supervision of the VP Meeting Services. Responsible for achieving financial objectives by accurately forecasting hours for themselves and team members assigned and pass-through costs on assigned projects.

The Director is also responsible for leading a high volume of bureau business within and managing clients for logistics projects. This role is responsible for contributing and supervising strategically and tactically on assigned accounts as appropriate for Meeting Services.

• Partner with development as the SME in Speaker Bureaus and drive new builds of portals as needed for clients including workflows dashboards recommended reports and compliance gates.
• Analyze existing business and make recommendations for streamlining and improvements to process.
• Lead discovery meetings with new clients gather client company guidelines and write recommended business rules and SOP for internal Team to follow.
• Being responsible for strategic planning organizing and onboarding of live and high-quality virtual Speaker Bureau meetings with multimedia components. Including but not limited to:
  • Virtual platform configuration
  • Manage technology vendor
  • Schedule and execute rehearsals to ensure all parties are prepared for success
  • Attendee management and communication
  • Offer guidance to clients and attendees with confidence as to the best format and meeting timings.
• Supporting client on recommended recruitment materials and templates with program-specific information and coordinating submission and distribution for approval.
• Ensuring the highest standards of quality control of client materials and as appropriate developing best practices protocols for project teams to facilitate such quality control.
• Partner with client for planning of annual and mid-interval trainings of Speakers and on-boarding /training of reps.
• Periodic onduct audits of executed meetings from all perspectives such as attendees vendors etc. and offering recommendations to reduce costs
• Ability to pull reports (Job usage finance or Portals) for team members cross-functionally
• Attending and participating in new project briefings and kick-off meetings and recommending the planner for the team.
• Attending multiple internal meetings with client services meeting services and other key personnel to discuss project status etc.
• Working on-site and leading assigned Clients meeting services team at Speaker meetings to coordinate meeting logistics/ activities with 3rd party agency venue and vendors and offering assistance/guidance to team members
• Reviewing and reconciling final invoices and pass-through costs within mandated timelines
• Oversee final reports for accurate attendee spend to comply with the Open Payment Guidelines and clients business rules.
• Owning the budget (hours & OOP) on assigned clients meetings and advising the of the possible risks. Discussing with the client the challenges and recommendations for correction
• Identifying operational change opportunities to improve program execution or increase efficiency and/or decrease costs and elevating and owning the potential plan to the management.
• Building budgets for a requested bureaus/meetings based on provided parameters
• Participating in new business pitches which require Meeting Services either for Speaker Bureau or Live
• Routinely assessing vendors for efficiencies and fit
• As a people manager being responsible for career development training and mentoring.
• Direct report responsibility of forecasting hours and reporting of high/low risks to the VP
• Reviewing department policies procedures and forms and working with the VP and Senior Director to stay proactive in updates
• Supporting bi-weekly team meetings in conjunction with the VP in the assigned areas
• Maintaining and/or exceeding minimum billable utilization percentages for the position level
• Demonstrating 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

• 12 years in a pharmaceutical meeting planning role with team management experience; ideally will have 10 years of Speaker Bureau experience
• Client-facing experience is a must!
• Experience and/or Training: Planning for live virtual or hybrid meetings; knowledge of Zoom webinars is a plus as well as hotel bookings and air travel
• Technology/Equipment: Excel mastery and Cvent is a plus 
• Occasional travel up to 15% annually
• CMP is a nice to have but not required
• Bachelors or Associates Degree OR relative years of industry experience is required

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 InnovateI am bold and creative in everything I do. 

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 e-mails 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.

EVERSANA is committed to providing competitive salaries and benefits for all employees. If this job posting includes a base salary range it represents the low and high end of the salary range for this position and is not applicable to locations outside of the U.S.  Compensation will be determined based on relevant experience other job-related qualifications/skills and geographic location (to account for comparative cost of living).  More information about EVERSANAs benefits package can be found at  reserves the right to modify this base salary range and benefits at any time. 

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 :

Full-time