Associate Director, Meeting Services (Speaker Bureau)

EVERSANA; New York (NY); On-site; USD 110,000 - 170,000; Full time

Job summary

EVERSANA INTOUCH is seeking an Associate Director, Meeting Services - Speaker Bureau Operations to lead bureau operations, lifecycle management, and program governance for pharmaceutical speaker programs in a global setting.

You will drive process improvements, manage budgets and dashboards, mentor team members, and partner with clients and vendors to deliver compliant, high-impact speaker programs across live, virtual, and hybrid formats.

Qualifications

• 8–10 years of pharmaceutical meeting services or related experience.
• Minimum 5 years supporting pharmaceutical Speaker Bureau programs.
• Experience launching or implementing speaker bureau programs.
• Experience managing live, virtual, and hybrid speaker programs.
• Strong understanding of HCP engagement programs and compliance requirements.
• Proven experience using Cvent, Excel, Zoom, Teams and bureau platforms.
• Bachelor's degree or equivalent industry experience.

Responsibilities

• Oversee day-to-day bureau operations and speaker lifecycle management.
• Drive process improvements and monitor program performance.
• Provide coaching and leadership for team members.
• Partner with internal stakeholders to launch new products or portal enhancements.
• Generate and analyze program metrics and dashboards.
• Support budget tracking and client-facing reporting.
• Participate in client meetings and support relationship management.

Skills

Pharma meeting services

Speaker bureau operations

Program management

HCP engagement

Client relationship management

Multiple programs management

Communication with clients

Education

Bachelor's degree or equivalent industry experience

Tools

Cvent

Excel

Zoom

Teams

Bureau platforms

Job 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.

WHAT DOES AN ASSOCIATE DIRECTOR, MEETING SERVICES DO?

The Associate Director, Meeting Services - Speaker Bureau Operations is responsible for the implementation, strategic oversight, operational execution, and continuous improvement of multiple pharmaceutical speaker bureaus. This role serves as an operational leader for bureau activities, partnering closely with internal teams, clients, and vendors to ensure programs are executed efficiently, compliantly, and in alignment with client objectives.

THE POSITION:

The Associate Director will overseeing day-to-day bureau operations, support speaker lifecycle management, drive process improvements, monitor program performance, and provide guidance to team members. This role may also have people management responsibilities and is expected to serve as a subject matter resource for speaker bureau operations, systems, and compliance requirements.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Our employees are tasked with delivering excellent business results through the efforts of their teams.These results are achieved by:

Bureau Operations & Implementation

• Support Director and Senior Director with implementation of new Speaker Bureau programs and expansion of existing programs.

• Assist with gathering client requirements and translating business needs into operational workflows and execution plans.

• Support configuration and testing of bureau portals, workflows, dashboards, compliance checkpoints, and reporting requirements.

• Ensure bureau programs are executed in accordance with client business rules, SOPs, and compliance requirements.

• Partner with internal stakeholders to support successful launches of new products, indications, or program and portal enhancements.

Speaker Program Management

• Generate and analyze program metrics, utilization reports, speaker activity reports, and operational dashboards.

• Identify trends, risks, and opportunities through program data and provide recommendations for improvement.

• Support budget tracking and forecasting activities.

• Assist with development of client-facing reporting and operational business reviews.

• Participate in client meetings and support ongoing relationship management activities.

Team Leadership, Support, and Operational Excellence

• Provide coaching, mentoring, and onboarding support for team members.

• If a people manager, being responsible for career development, training, and mentoring.

• Contribute to development and documentation of department best practices.

• Identify opportunities to improve efficiency, automation, reporting, and overall bureau performance.

• Recommend process enhancements and support implementation of approved solutions.

• Maintain expertise in speaker bureau industry trends, compliance requirements, and technology platforms.

• Direct report responsibility of forecasting hours and reporting of high/low risks to the Sr. Director

• Maintaining and/or exceeding minimum billable utilization percentages for the position level

• Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias.

• All other duties as assigned

PEOPLE LEADER

People leaders must possess both the skills to effectively accomplish these tasks and the emotional intelligence to do so in alignment with our cultural values.In addition to the critical management and leadership tasks listed above, this role also includes the following unique responsibilities:

• Responsible for and oversee their respective department.

• Interview, select and supervise the activities of the department staff; communicate interpret and discuss with team the company policies and procedures.

• Determine job objectives, work methods and performance standards; review performance relative to departmental objectives discussion appraisal with each employee and performance; authorize and communicate salary changes, promotions, transfers, discipline, and discharge and administer all other personnel actions.

EXPECTATIONS OF THE JOB:

• Travel (up to 25%, as needed)

• Hours (40 hours per week, M-F). Will be required to work outside the standard hours, including evenings and weekends for some events / meetings.

The above list reflects the general details necessary to describe the expectations of the position and shall not be construed as the only expectations that may be assigned for the position.

An individual in this position must be able to successfully perform the expectations listed above.

WHAT ARE WE LOOKING FOR?

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES:

The requirements listed below are representative of the experience, education, knowledge, skill and/or abilities required.

• 8-10 years of pharmaceutical meeting services, speaker bureau operations, healthcare event management, or related experience

• Minimum 5 years supporting pharmaceutical Speaker Bureau programs

• Experience launching or implementing speaker bureau programs\

• Experience managing live, virtual, and hybrid speaker programs

• Strong understanding of HCP engagement programs, compliance requirements, and Open Payments reporting

• Proven experience utilizing Cvent, Excel, Zoom, Teams, and bureau platforms

• Demonstrated ability to manage multiple programs and priorities simultaneously

• Strong client-facing communication and relationship management skills

• Bachelor's degree or equivalent industry experience

PHYSICAL/MENTAL DEMANDS AND WORKING ENVIRONMENT:

The physical and mental requirements along with the work environment characteristics described here are representative of those an individual encounters while performing the essential functions of this position.

Office: While performing the essential functions of this job the employee is frequently required to reach, grasp, stand and/or sit for long periods of time (up to 90% of the shift), walk, talk and hear; occasionally required to lift and/or move up to 25 pounds. The noise level in the work environment is usually moderately quiet, with frequent interruptions and multiple demands.

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 hold myself accountable.

Embrace Diversity I create an environment of awareness and respect.

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.

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‑emails, 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, itrepresentsthe low and high end of the salary range for this position and is not applicable to locations outside of theU.S.Compensation will bedeterminedbased on relevant experience, other job-related qualifications/skills, and geographic location (to account for comparative cost of living). This role is eligible for hire in select U.S. locations based on business and operational considerations. For a full list of locations, visit eversana.com/careers. More information about EVERSANA’s benefits package can be found at eversana.com/careers. EVERSANA reserves the right tomodifythis base salary rangeand benefitsat 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 [e-mail].

Follow us on LinkedIn | Twitter