Meeting Supervisor (must have pharma agency/live meeting exp)

EVERSANA INTOUCH•Chicago, IL

About The Position

THE POSITION: The Meeting Supervisor is responsible for the independent management and successful execution of live meetings and virtual webcast events, including Advisory Meetings, Product Launches, Speaker Trainings, Peer-to-Peer Events, Large Symposia, and Webinars

Requirements

Bachelor’s degree or 8 years in a pharmaceutical hospitality role.
Planning for live, virtual, or hybrid meetings; knowledge of hotel bookings and air travel
Cvent or another similar registration platform, Excel
Must be ok with 25-30% annual travel

Nice To Haves

Bachelor’s Degree with 5 years in a pharmaceutical meeting planning role
Planning for live, virtual, or hybrid meetings; pharmaceutical industry, agency experience; knowledge of hotel bookings and air travel
CMP (Certified Meeting Professional) is preferred but not required
Cvent or another similar registration platform; Strong Excel; Zoom; WebEx, Teams

Responsibilities

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