Meeting Supervisor

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.  

WHAT DOES A MEETING SUPERVISOR DO?

• Manage 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) 
• Build and customize registration websites and recruitment material templates with program-specific information and coordinating distribution to all attendees according to necessary timelines 
• Ensure the highest standards of quality control of client materials and, as appropriate, develop best practices protocols for project teams to facilitate such quality control  
• Owning the process of producing a congress activity deck, coordinating with multiple agencies and stakeholders to gather the necessary information and submit through Veeva for approval.
• Review and approve meeting specifications from all perspectives such as attendees, vendors, etc., and offering recommendations to reduce costs 
• Provide standard and customized reports to clients at specified intervals 
• Responsible for attending and participating 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, etc. 
• Work 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 
• 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 
• 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 
• Negotiate the best available rates and contract terms with vendors for owned meetings such as hotel F&B, A/V, ground, etc. 
• Own the budget (hours & OOP) on assigned meetings and advising the project team of the possible risks.  Discuss with the client the challenges and recommendations for correction 
• Identify operational change opportunities to improve program execution or increase efficiency and/or decrease costs and elevating and owning the potential plan to the management. 
• 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 
• All other duties as assigned  

WHAT ARE WE LOOKING FOR?

• Bachelor's degree or 5-8 years in a pharmaceutical meeting planning role
• Experience with Trade Shows, Convention and/or Congress planning including navigating associations, sponsorships, symposia, product theaters and onsite support
• Cvent Pro needed- you must be fluent in Cvent registration sites, email, invitation lists and hotel setups.  You will be setting up reports and pulling data to inform the client where you are with all of your attendees and travel
• 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.
• Must have strong Excel; Zoom; WebEx experience in addition to the Cvent experience
• 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

Note: While performing the essential functions of this job, the employee is frequently required to reach, grasp, stand, and/or sit for long periods of time (up to 90% of the shift), walk, talk, and hear; occasionally required to lift and/or move up to 25 pounds. The noise level in the work environment is usually moderately quiet, with frequent interruptions and multiple demands.

OUR CULTURAL BELIEFS:

Patient Minded I act with the patient's best interest in mind.

Client Delight I own every client experience and its impact on results.

Take Action I am empowered and empower others to act now.

Grow Talent I own my development and invest in the development of others. 

Win Together I passionately connect with anyone, anywhere, anytime to achieve results.

Communication Matters I speak up to create transparent, thoughtful and timely dialogue.

Embrace Diversity I create an environment of awareness and respect.

Always Innovate I am bold and creative in everything I do.

EVERSANA is committed to providing competitive salaries and benefits for all employees. The anticipated base salary range for this position is $65,000 to $97,000 and is not applicable to locations outside of the U.S. The base salary range represents the low and high end of the salary range for this position. Compensation will be determined based on relevant experience, other job-related qualifications/skills, and geographic location (to account for comparative cost of living). More information about EVERSANA's benefits package can be found at   EVERSANA reserves the right to modify this base salary range and benefits at any time.

Our team is aware of recent fraudulent job offers in the market, misrepresenting EVERSANA. Recruitment fraud is a sophisticated scam commonly perpetrated through online services using fake websites, unsolicited e-mails, or even text messages claiming to be a legitimate company. Some of these scams request personal information and even payment for training or job application fees. Please know EVERSANA would never require personal information nor payment of any kind during the employment process. We respect the personal rights of all candidates looking to explore careers at EVERSANA.

From EVERSANA's inception, Diversity, Equity & Inclusion have always been key to our success. We are an Equal Opportunity Employer, and our employees are people with different strengths, experiences, and backgrounds who share a passion for improving the lives of patients and leading innovation within the healthcare industry. Diversity not only includes race and gender identity, but also age, disability status, veteran status, sexual orientation, religion, and many other parts of one's identity. All of our employees' points of view are key to our success, and inclusion is everyone's responsibility.

Consistent with the Americans with Disabilities Act (ADA) and applicable state and local laws, it is the policy of EVERSANA to provide reasonable accommodation when requested by a qualified applicant or candidate with a disability, unless such accommodation would cause an undue hardship for EVERSANA. The policy regarding requests for reasonable accommodations applies to all aspects of the hiring process. If reasonable accommodation is needed to participate in the interview and hiring process, please contact us at [email protected].

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