Meeting Supervisor (live meeting/pharma agency exp required)

WHAT DOES A MEETING SUPERVISOR DO?

The Meeting Supervisor is responsible for the independent management and successful execution of live meetings and virtual events, including Advisory Meetings, Congresses, Product Launches, Speaker Trainings, Peer-to-Peer Events, Product theaters, and Webinars.

• 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

Department: Marketing Agency
Function: Marketing
Experience Level: Associate