Meeting Manager - Speakers Bureau

****This role requires candidates to have worked for a medical communication agency that specifically works in Speakers Bureau

Evolution Health Group is a full-service, integrated healthcare communications agency which has broad strategic capabilities and consists of 4 main divisions,

• Evolution Medical Communications – thought leaders in promotional medical education, including P2P engagement strategy from pre-launch to LOE
• Maestro360 – leaders in program execution of meetings, events and conventions
• blulava – experts with respect to optimizing the customer engagement experience through technology
• Darwin Academy – dedicated to providing novel, interactive peer to peer education

We have been evolving (no pun intended) and growing since 2005. We take pride in our strategic partnerships with our clients and working with transformative therapies. We are proud of our diverse culture that inspires great work. EHG offers comprehensive benefits, cutting edge technology, both hybrid and remote work options, an office center with many amenities, and social action opportunities. Evolve with us (pun intended) and take the next step to boost your career.

Job Title: Meetings Manager (Speakers Bureau)

Job Purpose: Meetings Managers are responsible for developing positive working relationships with speakers and assigned sales force members while executing promotional pharmaceutical events. Meetings Managers will adhere to client and industry guidelines, as well as client and Evolution standard operating procedures for program management. They work closely with support staff and are responsible for the successful, end to end, logistical coordination of programs

Primary Duties and Responsibilities:

• Manage the execution of ~150 to 250 events annually including:
• Serve as primary liaison with client’s sales force and speakers regarding all assigned events
• Manage financials for all programs to ensure alignment with client budget and compliance guidelines; including budget reconciliation & program closeouts.
• Coordinate program logistics, including the following (varies by brand/BU):
• Speaker travel
• AV and Venue Sourcing
• Print Materials
• Data entry and client communications
• Web platforms and audio conference line coordination
• Answer inbound calls to support Reps and Speakers with program related questions
• Deliver first class customer service in line with clients’ objectives
• Provide event programs status reports as needed.
• Participate in regular team meetings and stand ups to ensure cross collaboration and overall event success.
• Proactively signal challenges and concerns, with proposed solutions, to management.
• Ensure seamless execution of ancillary program logistics and materials, in alignment with client business rules.
• Work with recruitment team for distribution and collection of onsite materials and attendee management.

Qualifications:

• Minimum of 2 years of event management experience required, preferably within the pharma industry
• Exceptional attention to detail and organizational skills.
• Understanding of Pharma Guidelines and Sunshine Act.
• Articulate; possessing excellent oral and written communications and strong interpersonal skills.
• Team oriented and capable of multi-tasking on projects in a fast-paced environment.
• Intermediate level Microsoft Office Word, Excel, and Outlook experience
• Basic to Intermediate level PowerPoint skills;
• Familiarity with Survey tools, Adobe PDF, and Email campaign tools preferred
• Web-based database experience required, Salesforce.com a plus
• Ability to quickly learn new applications.
• Ability to manage stress in a professional manner and work well under pressure.
• Ability to work additional hours when necessary.
• Available via cell phone for after-hours support of dinner programs.
• Occasional onsite travel to programs.

Education:

Bachelor’s degree or higher required.

Working Environment:

Normal office environment. Travel required: Occasional. May require regular evening and weekend work.