Meeting Supervisor (must have pharma congress experience!)

$65,000 - $95,000/Yr

Eversana - Chicago, IL

Full-time - Mid Level

Chicago, IL

Electrical Equipment, Appliance, and Component Manufacturing

About the position

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.

Responsibilities

• Manage 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.
• Build and customize registration websites and recruitment material templates with program-specific information and coordinate distribution to all attendees according to necessary timelines.
• Ensure the highest standards of quality control of client materials and develop best practices protocols for project teams.
• Own the process of producing a congress activity deck, coordinating with multiple agencies and stakeholders to gather necessary information and submit through Veeva for approval.
• Review and approve meeting specifications from all perspectives and offer recommendations to reduce costs.
• Provide standard and customized reports to clients at specified intervals.
• Attend and participate 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.
• Work on-site at small meetings independently or lead the logistics team at large meetings to coordinate meeting logistics/activities with Client Services, venue, and vendors.
• 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.
• Maintain 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.
• Negotiate the best available rates and contract terms with vendors for owned meetings.
• Own the budget (hours & OOP) on assigned meetings and advise the project team of possible risks.
• Identify operational change opportunities to improve program execution or increase efficiency and/or decrease costs.
• Provide input through knowledge and experience to begin to build a budget for a requested meeting.
• Maintain and/or exceed the minimum billable utilization percentages for the position level.
• Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias.

Requirements

• Bachelor's degree or 5-8 years in a pharmaceutical hospitality role.
• 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.
• Experience 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.
• Willingness to travel approximately 20-30% of the time.

Nice-to-haves

• Experience with managing large group bookings through housing bureaus.
• Knowledge of hotel bookings and air travel arrangements.

Benefits

• Competitive salary range of $65,000 to $95,000 based on experience and qualifications.
• Opportunities for professional development and growth within the company.
• Inclusive workplace culture that values diversity and equity.
• Comprehensive health benefits and wellness programs.