Meeting Supervisor (live meeting/pharma agency exp required)

Job Description

WHAT DOES A MEETING SUPERVISOR DO?

The Meeting Supervisor is responsible for the independent management and successful execution of live meetings and virtual events, including Advisory Meetings, Congresses, Product Launches, Speaker Trainings, Peer-to-Peer Events, Product theaters, and Webinars.

• Being responsible for managing all program logistics, including but not limited to venue/site selection, contract negotiations, travel, food and beverage, meeting room sets, audio-visual and production, hotel rooming lists, ground transportation, and ancillary vendors (i.e., entertainment, activities, décor, photographer)

• Being responsible for independent planning, organizing, and seamless execution of high-quality virtual event 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 assistance and guidance with any attendee connection issues, as well as basic technical support during an event and to the client

• Building and customizing registration websites and recruitment material templates with program-specific information and coordinating distribution to all attendees according to necessary timelines

• 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

• Being responsible for the oversight and management of program recruitment and attendee management

• Reviewing and approving meeting specifications from all perspectives such as attendees, vendors, etc., and offering recommendations to reduce costs

• Providing standard and customized reports to clients at specified intervals

• Being responsible for attending and participating in new project briefings and kick-off meetings

• Attending multiple internal meetings with Client Services, Meeting Services, and other key personnel to discuss project status, etc

• Working on-site 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

• Reviewing and reconciling final invoices and pass-through costs within mandated timelines

• Tracking and preparing 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

• Negotiating the best available rates and contract terms with vendors for owned meetings such as hotel F&B, A/V, ground, etc.

• Owning the budget (hours & OOP) on assigned meetings and advising the project team 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.

• Providing input through knowledge and experience to begin to build a budget for a requested meeting

• Maintaining and/or exceeding the 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?

• Education: Bachelor’s degree or 8 years in a pharmaceutical hospitality role.

• Experience and/or Training: Planning for live, virtual, or hybrid meetings; knowledge of hotel bookings and air travel

• Licenses/Certificates: CMP (Certified Meeting Professional) is preferred but not required

• Technology/Equipment: Cvent or another similar registration platform required, Excel

Additional Information

OUR CULTURAL BELIEFS:

Patient Minded I act with the patient’s 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.

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. …