Meeting Supervisor (speaker bureau/pharma agency exp required)

Job Description

WHAT DOES A MEETING SUPERVISOR, SPEAKER BUREAU DO?

The Meeting Supervisor (speaker bureau) is responsible for the independent management and successful execution of speaker bureau meetings, launches, and trainings. This position is newly created due to the continued growth of the Speaker Bureau team and requires flexibility to support multiple clients, as well as provide coverage for team members during holidays and vacations.

Program Operations & Strategy

• Attend and participate in new project briefings and kick‑off meetings.
• Provide input, based on knowledge and experience, to support initial budget development for requested meetings.
• Identify operational improvement opportunities to enhance program execution and drive efficiency.
• Maintain ongoing dialogue with line management and project teams throughout the project/scope lifecycle to assess progress and initiate scope changes as needed.
• Develop and maintain a comprehensive understanding of portal functionality, applying strategic thinking to assess, address, and resolve client requests.
• Attend internal meetings with Client Services, Meeting Services, and key stakeholders, independently collaborating cross‑functionally by proactively gathering information, asking the right questions, and driving progress.
• Support speaker bureau leadership (Director and Senior Director) with reports, strategic and operational presentation development, and training or mentoring of team members.

Program Planning & Execution

• Oversee and support end‑to‑end program execution for assigned speaker bureau clients, managing all logistics such as venue sourcing, contract negotiations, travel, food and beverage, room sets, audiovisual and production, hotel accommodations, and ground transportation.
• Independently plan, organize, and execute high‑quality virtual meetings with multimedia components, including:Virtual platform configurationServing as primary client supportManaging technology/vendors as applicableScheduling and executing rehearsalsAttendee management and communicationsProviding attendee assistance, connection troubleshooting, and basic technical support during events
• Ensure program accuracy, attendee management integrity, and adherence to timelines and expectations.
• Negotiate optimal rates and contract terms with vendors for owned meetings (hotel F&B, audiovisual, transportation, etc.).
• Maintain the highest standards of quality control for client materials and contribute to best‑practice protocols to support project teams.
• Pivot across multiple speaker bureau clients as needed to support shifting priorities, workload balancing, and business demands.
• Support coverage for team members during holidays or absences, as required.

Compliance, Financial Oversight & Reporting

• Maintain client compliance and proactively escalate challenges, risks, or potential issues.
• Track and prepare accurate attendee spend reports in alignment with Open Payments guidelines.
• Review, reconcile, and approve final invoices and pass‑through costs within required timelines.
• Ensure ongoing accuracy and financial accountability across all assigned programs.

Professional Standards & Contribution

• Maintain and/or exceed minimum billable utilization requirements for the role.
• Demonstrate a commitment to diversity, equity, and inclusion through continuous development, inclusive behaviors, and proactive bias awareness.
• Provide standard and customized client reports at specified intervals.
• Perform additional duties as assigned.

Qualifications

WHAT ARE WE LOOKING FOR?

• Proactive, solution‑oriented thinker who anticipates needs, asks thoughtful questions, and takes initiative to address challenges before they escalate.
• Detail‑oriented professional with the ability to manage multiple workstreams, maintain accuracy, and ensure consistency across client deliverables.
• Education: Bachelor’s degree or 8 years in a pharmaceutical hospitality role.
• Experience and/or Training: Planning of all types of speaker bureau meetings, live, virtual or hybrid
• Licenses/Certificates: CMP (Certified Meeting Professional) is preferred but not required
• Technology/Equipment: Zoom, Teams, Bureau Platform, Cvent (preferred, but not required), Excel excellence

Travel: up to 25-30% annually