Meeting Supervisor (speaker bureau/pharma agency exp required)

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.

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 configuration
  • Serving as primary client support
  • Managing technology/vendors as applicable
  • Scheduling and executing rehearsals
  • Attendee management and communications
  • Providing 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

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. 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 EVERSANA’s benefits package can be found at eversana.com/careers.  EVERSANA reserves the right to modify this base salary range and benefits at any time. 

From EVERSANA’s 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 one’s identity. All of our employees’ points of view are key to our success, and inclusion is everyone's 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 applicantsupport@eversana.com.

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