Eversana - Chicago, IL
posted about 2 months ago
As a Meeting Supervisor at EVERSANA INTOUCH®, you will play a crucial role in managing all aspects of program logistics for pharmaceutical congresses and meetings. This includes venue and site selection, contract negotiations, travel arrangements, food and beverage coordination, meeting room setups, audio-visual production, hotel accommodations, ground transportation, and liaising with ancillary vendors such as entertainment and photography services. Your expertise will ensure that all logistical elements are executed flawlessly, contributing to the overall success of the events. In this position, you will also be responsible for building and customizing registration websites and recruitment materials, ensuring that all program-specific information is accurately distributed to attendees in a timely manner. Quality control is paramount; therefore, you will develop best practices protocols for project teams to maintain high standards in client materials. You will oversee the production of congress activity decks, coordinating with multiple agencies and stakeholders to gather necessary information and submit it for approval through Veeva. Your role will require you to review and approve meeting specifications from various perspectives, including attendees and vendors, while providing recommendations to optimize costs. You will generate standard and customized reports for clients at specified intervals, attend project briefings and kick-off meetings, and work on-site at both small and large meetings, leading logistics teams and coordinating activities with Client Services and vendors. Additionally, you will be responsible for reconciling final invoices, tracking attendee spend reports to comply with Open Payment Guidelines, and maintaining ongoing communication with your line manager and project team throughout the program's lifecycle. Your negotiation skills will be essential in securing the best rates and contract terms with vendors, and you will own the budget for assigned meetings, advising the project team of potential risks and challenges. This position also emphasizes the importance of diversity, equity, and inclusion, and you will be expected to model inclusive behaviors and proactively manage bias in all aspects of your work. Overall, your contributions will be vital in enhancing the patient experience and supporting the mission of EVERSANA INTOUCH® to improve patient lives through innovative healthcare solutions.