Senior Meeting Planner; pharma agencyspeaker bureau

Job Summary

The Senior Meeting Planner is a key contributor to the successful execution of pharmaceutical speaker programs both live and virtual. This role supports 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 proficiency with 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.

• 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 current compliance documentation accurate.
  • 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; 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.
  • Manage assigned and budgeted labor hours to ensure minimum standards of job profitability.
  • Maintain and/or exceed minimum billable utilization percentages for position level.
  • All other duties as assigned.

• Experience
  :
  Minimum 23 years in meeting planning with a focus on pharmaceutical speaker programs; agency experience preferred.
• Education
  :
  Bachelor’s Degree required; CMP Certification preferred.
• Technical Skills
  • Proficiency in Microsoft Office Suite.
  • Experience with CVENT and other registration platforms.
  • Familiarity with virtual meeting tools (Zoom, Teams, On24).
• Industry Knowledge
  :
  Understanding of hotel, air travel, and speaker bureau planning processes; strong compliance awareness.
• Core Competencies
  • Strong organizational and multitasking skills.
  • Ability to work independently and manage multiple programs simultaneously, planning up to 300 programs annually.
  • Excellent problem‑solving skills.
• Travel
  :
  Approximately 25–30% annually. Must be available during select evenings for on‑call support for live programs and virtual operations.

• 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. Actual compensation will be determined based on experience, qualifications, and geographic location. Please note that EVERSANA will never require personal information or payment during the hiring process.
• We are an Equal Opportunity Employer. All employees are people with different strengths, experiences, backgrounds, and identities who share a passion for improving patient lives and driving innovation.

Yes

Full‑time

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