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

Company Description

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.  

Job Description

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

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

Our employees are tasked with delivering excellent business results through the efforts of their teams.  These results are achieved by:  

• 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 throu