Director, Meeting Services (Speaker Bureau)

What Does a Director, Meeting Services Do?

The Director, Meeting Services is responsible for the management of team members under the supervision of the VP, Meeting Services. Responsible for achieving financial objectives by accurately forecasting hours for themself and team members assigned and pass-through costs on assigned projects. The Director is also responsible for leading a high volume of meetings and managing clients for logistics projects. This role is responsible for contributing and supervising strategically and tactically on assigned accounts, as appropriate for Meeting Services.

• Managing all program logistics, including venue/site selection, contract negotiations, travel, food and beverage, meeting room sets, audio-visual and production, hotel rooming lists, ground transportation, and ancillary vendors
• Independent planning, organizing, and seamless execution of live and high-quality virtual event meetings with multimedia components
• Virtual platform configuration and managing technology vendors
• Scheduling and executing rehearsals to ensure all parties are prepared for success
• Attendee management and communication
• Offering guidance to clients and attendees on best format and meeting timings
• Building and customizing registration websites and recruitment material templates
• Ensuring the highest standards of quality control of client materials and developing best practices protocols
• Oversight and management of program recruitment and attendee management
• Reviewing and approving meeting specifications and offering recommendations to reduce costs
• Pulling reports (Job usage, finance, or Cvent) for team members cross-functionally
• Attending and participating in new project briefings and kick-off meetings
• Attending internal meetings with client services, meeting services, and other key personnel to discuss project status
• Working on-site and leading the logistics team at large meetings
• 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
• Negotiating the best available rates and contract terms with vendors
• Owning the budget (hours & OOP) on assigned meetings and advising the project team of possible risks
• Identifying operational change opportunities to improve program execution or increase efficiency and/or decrease costs
• Building budgets for a requested meeting based on provided parameters
• Participating in new business pitches which require Meeting Services either for Speaker Bureau or Live
• Routinely assessing vendors for efficiencies and fit
• As a people manager, responsible for career development, training, and mentoring
• Direct report responsibility of forecasting hours and reporting of high/low risks to the VP
• Reviewing department policies, procedures, and forms and working with the VP to stay proactive in updates
• Supporting bi-weekly team meetings in conjunction with the VP
• Maintaining and/or exceeding minimum billable utilization percentages for the position level
• Demonstrating a commitment to diversity, equity, and inclusion
• Up to 25-30% travel annually

What Are We Looking For?

• Education: Bachelor's degree or 12 years in a pharmaceutical hospitality role
• Experience and/or Training: Planning for live, virtual, or hybrid meetings; knowledge of hotel bookings and air travel
• Licenses/Certificates: CMP (Certified Meeting Professional) preferred but not required
• Technology/Equipment: Cvent or another similar registration platform, Excel
• Ability to travel up to 25-30% annually