Apply on Employer Site

EVERSANA INTOUCH · 2 weeks ago

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

Chicago, IL

Full-time

Hybrid

Mid, Senior Level

$56K/yr - $84K/yr

2+ years exp

EVERSANA INTOUCH is a global marketing agency network focused on the life sciences industry, seeking a Senior Meeting Planner to manage pharmaceutical speaker programs. The role involves coordinating logistics, ensuring compliance, and collaborating with internal and external teams to deliver seamless meeting experiences.

AdvertisingCRMHealth CareMarketing

Responsibilities

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

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

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

Partner with both internal and external teams to ensure timely coordination and approvals

Maintain ongoing dialogue with manager and project team throughout program lifecycle

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

Qualification

Pharmaceutical speaker programsMeeting planningCompliance awarenessMicrosoft Office SuiteCVENT experienceVirtual meeting toolsMultitasking skillsOrganizational skillsProblem-solving skills

Required

Minimum 2–3 years in meeting planning with a focus on pharmaceutical speaker programs; agency experience preferred

Bachelor's Degree required; CMP Certification preferred

Proficiency in Microsoft Office Suite

Experience with CVENT and other registration platforms

Familiarity with virtual meeting tools (Zoom, Teams, On24)

Understanding of hotel, air travel, and speaker bureau planning processes; strong compliance awareness

Strong organizational and multitasking skills

Ability to work independently and manage programs simultaneously and plan up to 300 programs annually

Excellent problem-solving skills

Approximately 25–30% travel annually. Must be available during select evenings to provide on-call support for live programs and assist with virtual program operations