Meeting Supervisor (pharma/speaker bureau exp needed) - job 1 of 2

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.  

What Does a Meeting Supervisor (Speaker Bureau) Do?

The Speaker Bureau Meeting Supervisor is a key contributor to the success of speaker bureau operations, serving as a central point of coordination for all related activities. While the role is heavily focused on speaker bureau logistics and execution, the ideal candidate will also bring robust experience managing a variety of live meeting formats. This proactive professional will work closely with the Speaker Bureau Manager to ensure all engagements—whether speaker-led programs or broader live events—are executed with precision, efficiency, and compliance.

• Negotiate the best available rates and contract terms with vendors for owned meetings, including hotel F&B, A/V, ground transportation, and more. Manage end-to-end program logistics such as venue/site selection, contract execution, travel coordination, food and beverage planning, meeting room setups, audio-visual and production needs, hotel rooming lists, and ancillary vendors  
• Build and customize registration websites (via CVENT) and recruitment material templates with program-specific information and coordinating distribution to all attendees according to necessary timelines 
• Ensure the highest standards of quality control of client materials and, as appropriate, develop best practices protocols for project teams to facilitate such quality control  
• Review and approve meeting specifications from all perspectives such as attendees, vendors, etc., and offering recommendations to reduce costs 
• Responsible for attending and participating in new project briefings and kick-off meetings  
• Attend multiple internal meetings with Client Services, Meeting Services, and other key personnel to discuss project status, etc. 
• Work 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 
• Review and reconcile final invoices and pass-through costs within mandated timelines 
• Track and prepare 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 
• Own the budget (hours & OOP) on assigned meetings and advising the project team of the possible risks.  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 elevating and owning the potential plan to the management. 
• Provide input through knowledge and experience to begin to build a budget for a requested meeting 
• Assist in creating, refining, and maintaining process and operations work instructions for all speaker bureau activities, ensuring they are comprehensive, easy to follow, and aligned with departmental and client-specific standards.
• Collaborate on the development and maintenance of speaker bureau reports, ensuring clear definitions and consistent data interpretation; regularly review and analyze reporting outputs to provide actionable insights to clients and support strategic decision-making.
• Learn and maintain deep knowledge of the proprietary speaker bureau portal; in alignment with the Speaker Portal Lead, proactively identify and recommend enhancements or efficiencies that support department objectives and meet client-specific needs.
• Work closely with the Speaker Bureau Manager to identify process improvements, resolve issues, and ensure strategic alignment.
• Maintain and/or exceed the minimum billable utilization percentages for the position level 
• Owning the process of producing a congress activity deck, coordinating with multiple agencies and stakeholders to gather the necessary information and submit through Veeva for approval.
• Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias 
• All other duties as assigned  

What Are We Looking For?

• Bachelor’s degree or 5-8 years in a pharmaceutical hospitality role
• Planning for live, virtual, or hybrid meetings; knowledge of hotel bookings and air travel; this role includes fairly heavy speaker bureau work
• Demonstrated proficiency in managing speaker programs through a speaker bureau portal and related virtual platforms, including scheduling, compliance tracking, reporting and troubleshooting technical issues to ensure seamless program execution
• Experience with Trade Shows, Convention and/or Congress planning including navigating associations, sponsorships, symposia, product theaters and onsite support
• Understanding and ordering of show services, estimating for budgets, and submitting expenses and closing out orders
• Managing large group bookings through housing bureaus is highly desirable
• Cvent or another similar registration platform required; Strong Excel; Zoom; WebEx
• CMP (Certified Meeting Professional) is preferred but not required 
• Willingness to travel approximately 25-30% of the time
• Candidates in Central Time Zone are preferred, but not mandatory

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.

EVERSANA is committed to providing competitive salaries and benefits for all employees. The anticipated base salary range for this position is $65,000 to $97,000 and is not applicable to locations outside of the U.S. The base salary range represents the low and high end of the salary range for this position. 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.

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.

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 [email protected].

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