Meeting Supervisor (live meeting​/pharma agency exp required

Meeting Supervisor

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.

Responsibilities include managing 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. The role also involves planning, organizing, and executing high-quality virtual event meetings with multimedia components, including virtual platform configuration, managing technology vendors, scheduling and executing rehearsals, attendee management and communication, offering assistance and guidance with any attendee connection issues, building and customizing registration websites and recruitment material templates, ensuring the highest standards of quality control of client materials, overseeing and managing program recruitment and attendee management, reviewing and approving meeting specifications, providing standard and customized reports to clients, attending new project briefings and kick-off meetings, attending multiple internal meetings to discuss project status, working on-site at small meetings independently or leading the logistics team at large meetings, reviewing and reconciling final invoices and pass-through costs, tracking and preparing accurate attendee spend reports, maintaining ongoing dialog with the line manager and project team, negotiating the best available rates and contract terms with vendors, owning the budget on assigned meetings, identifying operational change opportunities to improve program execution or increase efficiency, providing input through knowledge and experience 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, and 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 travel.

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

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