Meeting Supervisor

Job title: Meeting Supervisor

About the Role The Meeting Supervisor independently manages and executes live meetings and virtual events, including Advisory Meetings, Congresses, Product Launches, Speaker Trainings, Peer-to-Peer Events, Product theaters, and Webinars. They are responsible for end-to-end program logistics and ensuring high-quality, compliant experiences for clients and attendees.

What You'll Do

• Manage all program logistics for live and virtual events, including venue/site selection, contract negotiations, travel, food and beverage, meeting room sets, audio-visual/production, hotel rooming lists, ground transportation, and ancillary vendors (entertainment, activities, décor, photographer).
• Configure virtual platforms, manage technology vendors, schedule rehearsals, and provide attendee support and issue resolution during events.
• Build and customize registration websites and recruitment templates with program-specific information; coordinate distribution to attendees on required timelines.
• Ensure quality control of client materials and develop best-practice protocols for project teams.
• Oversee program recruitment and attendee management; review meeting specifications and offer cost-reduction recommendations.
• Provide standard and customized reports to clients; attend project briefings and internal meetings; lead or participate in on-site or large-meeting logistics.
• Review and reconcile final invoices; track attendee spend to comply with Open Payment Guidelines; maintain ongoing dialogue with the line manager and project team about progress and scope changes.
• Negotiate rates and contract terms with vendors for owned meetings (hotel F&B, A/V, ground transportation); own the budget (hours & OOP) for assigned meetings and communicate risks and corrective actions to the client.
• Identify operational improvements to increase efficiency or reduce costs and propose plans to management; maintain minimum billable utilization; champion diversity, equity, and inclusion.
• Perform other duties as assigned.

What We're Looking For

• Education: Bachelor's degree or 8 years in a pharmaceutical hospitality role.
• Experience/Training: Planning for live, virtual, or hybrid meetings; knowledge of hotel bookings and air travel.
• Licenses/Certificates: CMP preferred but not required.
• Technology/Equipment: Proficiency with Cvent or similar registration platforms and Excel.

Nice to Have

• CMP certification preferred.