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

Chicago, Illinois, United States -

Full Time

Start Date

Immediate

Expiry Date

27 Mar, 26

Salary

84000.0

Posted On

27 Dec, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Meeting Planning, Speaker Programs, Compliance, Logistics Coordination, Organizational Skills, Attention to Detail, Collaboration, Data Management, CVENT, Virtual Meeting Tools, Problem-Solving, Communication, Travel Management, Budget Management, Event Execution, Training

Industry

Advertising Services

Description

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: 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 programs simultaneously and plan up to 300 programs annually. Excellent problem-solving skills. Travel: Approximately 25–30% annually. Must be available during select evenings to provide on-call support for live programs and assist with virtual program operations. Additional Information 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. 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. EVERSANA is committed to providing competitive salaries and benefits for all employees. If this job posting includes a base salary range, it represents the low and high end of the salary range for this position and is not applicable to locations outside of the U.S. 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.com/careers. EVERSANA reserves the right to modify this base salary range and benefits at any time. 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]. Follow us on LinkedIn | Twitter Department: Marketing Agency Job Family: Medical & Regulatory Affairs Compensation: USD56000 - USD84000 - yearly

Responsibilities

The Senior Meeting Planner coordinates logistics for pharmaceutical speaker programs, ensuring compliance with industry regulations and client standards. They also assist with additional types of meetings and provide on-site support as needed.