VP, Meeting Services

Company Description

At EVERSANA, we are proud to be certified as a Great Place to Work across the globe. We’re fueled by our vision to create a healthier world. How? Our global team of more than 7,000 employees is committed to creating and delivering next-generation commercialization services to the life sciences industry. We are grounded in our cultural beliefs and serve more than 650 clients ranging from innovative biotech start-ups to established pharmaceutical companies. Our products, services and solutions help bring innovative therapies to market and support the patients who depend on them. Our jobs, skills and talents are unique, but together we make an impact every day. Join us! 

Across our growing organization, 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.  We are deliberate and self-reflective about the kind of team and culture we are building. We look for team members that are not only strong in their own aptitudes but also who care deeply about EVERSANA, our people, clients and most importantly, the patients we serve.   We are EVERSANA.

Job Description

THE POSITION:

VP, Meeting Services is responsible for the overall management of the Meeting Services team Responsible for achieving financial objectives by forecasting staff levels, accurately forecasting hours and pass through costs on all projects and preparing annual operating budget. Accountable to contribute and supervise both strategically and tactically on all accounts, as appropriate for Meeting Services.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Lead bi-coastal Meeting Services team that provides meetings planning strategy and logistics execution to EVERSANA INTOUCH and EVERSANA. Team responsible for delivering a wide range of live and virtual meetings for clients including speaker bureau, congress meetings/support, symposia, advisory boards/steering committees, NSMs, POAs, training meetings (speaker/MSL/Rep), large forums/summits, etc. Target audiences can include HCPs, patients, APPs, caregivers, payers, pharmacists, etc.
 

Meeting Execution & Customer Service

• Ensure teams deliver top notch customer service and flawless meeting logistics services across all clients/projects
• Ensure meetings are coordinated and planned within the allocated budget and notify project team of any anticipated overages in time and costs
• Participate and collaborate in master planning sessions with project teams
• Management of project teams to assigned and budgeted labor hours by job and position level, to ensure minimum standards of job profitability
• Maintain ongoing clear dialog with project team throughout life of the program to evaluate progress and respond to any changes in the scope of the program 
• Ensure that meeting services team is consistently meeting client expectations in relation to product, time deadlines and budgets
• Act as strategic meeting planning lead on key accounts, as needed
• When on-site at a meeting, work as liaison between Client Services, Meeting Services, Venue & Vendors

Process and Operations Oversight

• Oversee coordination of team and project assignments
• Work with the operational management team to develop the facilitation of greater efficiencies leading to greater process
• Seek, identify, train and implement operational systems that provide added efficiencies and productivity for the department
• Maintains and/or exceeds department minimum billable utilization percentages for position levels and ensures team compliance
• Responsible for the development, implementation and management of department standard operating procedures and adherence to standard operating procedures by team members
• Monitor staff utilization and workload capacity
• Responsible for accurately forecasting of hours for contracts and managing same during program execution
• Routinely assess vendors for efficiencies and appropriate fit
• Create and maintain staffing models, job descriptions, assess and allocate resources appropriately
• Ensure that all processes are adhered to and followed by teams
• Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications; establishing personal network; benchmarking state-of-the-art practices participating in professional organizations

Financial Management

• Responsible for overseeing budget development and reconciliation of jo