Meeting Supervisor; meeting​/pharma agency

Company Description

EVERSANA INTOUCH® is a global, full-service marketing agency network serving the life sciences industry, and is the first – and only – agency network to be part of a fully integrated commercialization platform through EVERSANA®. We provide next-generation creative and media services, enterprise solutions and data analytics services for clients.

We get fired up when people talk about getting—and staying—healthy. That’s where we find our inspiration: in the very human experiences of patients, doctors, and even each other. Then, we collaborate on ways to make caring for one’s health more achievable, connecting patients and physicians with the information and tools they need.

We embrace diversity in backgrounds and experiences. Improving patient lives around the world is a priority, and we need people from all backgrounds and swaths of life to help build the future of the healthcare and the life sciences industry. We believe our people make all the difference in cultivating an inclusive culture that embraces our cultural beliefs.

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.

• Manage all program logistics, including venue/site selection, contract negotiations, travel, food and beverage, meeting room sets, audio-visual and production, hotel rooming lists, ground transportation, and ancillary vendors.
• Plan, organize, and execute high-quality virtual event meetings with multimedia components.
• Configure virtual platforms, manage technology vendors, and schedule rehearsals to ensure all parties are prepared.
• Manage attendee communication and provide basic technical support during events, including assistance with attendee connection issues.
• Create and customize registration websites and recruitment material templates, coordinating distribution to attendees within necessary timelines.
• Ensure high standards of quality control for client materials and develop best‑practice protocols for project teams.
• Oversee program recruitment and attendee management, reviewing and approving meeting specifications, and offering recommendations to reduce costs.
• Provide standard and customized reports to clients at specified intervals.
• Attend and participate in new project briefings and kick‑off meetings, and attend multiple internal meetings with Client Services, Meeting Services, and other key personnel.
• Work on‑site at small meetings independently or lead the logistics team at large meetings, coordinating activities with Client Services, venues, and vendors.
• Review and reconcile final invoices and pass‑through costs within mandated timelines, and track and prepare accurate attendee spend reports to comply with the Open Payment Guidelines.
• Maintain ongoing dialogue 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 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, advising the project team of possible risks, and 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 elevate and own the potential plan to management.
• Provide input through knowledge and experience to begin building a budget for a requested meeting.
• Maintain 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.
• Perform all other duties as assigned.

• 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…