Senior Meeting Planner (pharma agency/speaker bureau exp required)

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

WHAT DOES A SENIOR MEETING PLANNER (Speaker Bureau Focused) DO?

The Senior Meeting Planner is a key contributor to the successful execution of pharmaceutical speaker programs, both live and virtual. This role is dedicated to supporting the Speaker Bureau, ensuring compliance with industry regulations, client standards, and delivering seamless experiences for all stakeholders (sales team, speakers, brand leads, etc). The ideal candidate will have prior experience managing speaker programs, strong knowledge of bureau operations, and working within a speaker bureau portal. Advanced organizational skills, exceptional attention to detail, and the ability to collaborate across internal teams and external vendors are essential. Occasional travel and on-site support are required.

The Meeting Planner may also assist with additional types of meetings including advisory boards, training meetings, product theaters/symposia, and national sales meetings and POAs. The Meeting Planner should be highly motivated and able to succeed in a dynamic environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

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

• Speaker Bureau Program Management
  • Coordinate all logistics for speaker programs (live and virtual), including venue/site selection, contract negotiations, travel, food and beverage, meeting room setup, virtual platform management, and AV coordination while maintaining all client compliance standards.
  • Assist with speaker onboarding, training schedules, and keeping accurate, current compliance documentation.
  • Maintain accurate speaker profiles, availability, and program assignments within bureau systems.
• Compliance and Reporting
  • Ensure adherence to PhRMA, FDA, OIG, ACCME, and Sunshine Act guidelines.
  • Track and prepare accurate attendee and speaker spend reports for Sunshine Act reporting.
  • Process healthcare professional honoraria and vendor invoices in compliance with internal and regulatory standards.
• Technology and Data Management
  • Utilize proprietary speaker bureau portal for program planning, attendee registration, bureau reporting, and data management. CVENT is used for non-bureau engagements and experience is a plus.
  • Update templates and program materials; coordinate distribution to attendees and speakers.
  • Maintain bureau databases and reporting dashboards for program performance and compliance.
• Collaboration and Communication
  • Partner with both internal and external teams to ensure timely coordination and approvals.
  • Maintain ongoing dialogue with manager and project team throughout program lifecycle.
• Other Responsibilities
  • Support outsourced transportation arrangements and manage arrival/departure manifests.
  • Provide on-site support for select programs and manage virtual event execution.
  • Demonstrate flexibility and teamwork in a fast-paced environment.
  • Work within and manage assigned and budgeted labor hours by job and position level, to ensure minimum standards of job profitability
  • Maintain and/or exceed minimum billable utilization percentages for position level
  • All other duties as assigned.

Qualifications

WHAT ARE WE LOOKING FOR?

• Experience: Minimum 2–3 years in meeting planning with a focus on pharmaceutical speaker programs; agency experience preferred.
• Education: Bachelor’s Degree required; CMP Certification preferred.
• Technical Skills: