Speaker Programs Manager - Promo Med Ed

OPEN Health; United States; On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

Competitive pay

Vacation & holidays

Training opportunities

CSR program

Global collaboration

Job summary

OPEN Health seeks a Speaker Programs Manager to coordinate speaker events from contact through logistics, including travel, accommodations, and honoraria. You will liaise with field reps, clients, and speakers to ensure flawless execution of physician engagements and related meetings.

The role requires a Bachelor's in a relevant field, 2–3 years in speaker programs or events, and proficiency with CVent, Salesforce, and Microsoft Office.

Qualifications

• Bachelor's degree in communication or business-related field.
• 2-3 years of related work experience, preferably in speaker programs or meetings/events.
• Knowledge of CVent and Salesforce preferred.
• Analytical skills with attention to detail; strong written and verbal communication.
• Proficiency in Microsoft Word, Excel, PowerPoint and related tools.

Responsibilities

• Schedule, confirm, and manage all aspects of individual speaking events per procedures.
• Arrange travel, accommodations, honoraria/fee payments, and expense processing for speakers.
• Coordinate venue selection and logistics; relay details to Assistant Speaker Program Manager.
• Communicate travel arrangements to clients, speakers, attendees, and patients.
• Prepare client-sourced options and recruitment updates; provide attendee reports.

Education

Bachelor's degree in communication or business-related field

Tools

CVent

Salesforce

Microsoft Office

Job description

Job Summary

The Speaker Programs Manager (SPM) is responsible for working with the client and the KOL (key opinion leaders), and supports both parties from the primary stages of making contact throughout the booking and logistics process. This involves fees, transport, accommodations, and timing, as well as communication between the speaker and clients. This role will also assist with Medical Professional Meetings, Ad Board, and other ad-hoc meeting requests.

Essential Duties & Responsibilities

• Communicate with field representatives to schedule, confirm, and manage all aspects of individual speaking events in accordance with standard procedures
• Communicate with speakers to schedule and confirm speaking events, arrange travel and accommodations, and process honoraria/fee for service and expense payments
• Communicate with field rep to select and confirm venue for each speaking event. Logistics are then documented and relayed to the Assistant Speaker Program Manager
• Communicate travel to client/speaker/attendees/patient
• Send sourcing options/documents out to the client for review
• Send recruitment updates to the client
• Send attendee reports to client

Client Communication

• Communicate with field representatives to schedule, confirm, and manage all aspects of individual speaking events in accordance with standard procedures
• Communicate with speakers to schedule and confirm speaking events, arrange travel and accommodations, and process honoraria/fee for service and expense payments
• Communicate with field rep to select and confirm venue for each speaking event. Logistics are then documented and relayed to the Assistant Speaker Program Manager
• Communicate travel to client/speaker/attendees/patient
• Send sourcing options/documents out to the client for review
• Send recruitment updates to the client
• Send attendee reports to client

Attendee Communication

• Send final confirmation to attendees
• Send speaker invitations

Management

• Create RFP and send to assistant to begin sourcing

Materials

• Create client slide deck for client QBR with the support and date provided by Team Lead

Program Planning

• Confirm program details with Rep by email
• Confirm program and speaker if HCP RSVP is not met
• Send 7 day program final confirmation to Rep and Speaker
• Send 24hr prior program final confirmation to Speaker
• Send 24hr post program expense email to Speaker
• Follow up with rep on sign-in sheet submission and questions
• Send 30 day speaker expense reminder by email
• Upload materials to PRC system to participate in PRC review meetings
• Conduct internal and/or external scripted webinars while adhering to, and actively practicing, compliance guidelines

Vendor Management

• Manage relationship with Audio Visual vendor on event production
• Manage relationship with travel agency on event production
• Oversee contracting process and payment for all vendors

Finance

• Approve speaker fee
• Upload SOW in Cvent budget
• Change status of program to complete

Experience, Skills, And Qualifications

• Bachelor's degree, preferably in communication or business-related field required
• 2-3 years of related work experience preferred (customer service field, ideally speaker program or meetings and events)
• Knowledge of CVent preferred
• Knowledge of Salesforce preferred
• ANALYTICAL SKILLS - Ability to compare, contrast, and quality check work with a keen attention to detail. Can present numerical data orally, in writing, and/or through graphics.
• COMMUNICATION SKILLS - Superior interpersonal and customer service skills.
• COMPUTER SKILLS - Proficient in Microsoft Office including Word, Excel (especially spreadsheets), and Power Point, database, and reporting tools. Knowledge of CVENT is preferred.
• DECISION MAKING SKILLS - Ability to make clear, concise decisions and solve complex problems.
• ESTABLISHING AND MAINTAINING INTERPERSONAL RELATIONSHIPS - Establishing and maintaining an excellent relationship with the client and the participants is critical to the success of this position.
• ORGANIZATIONAL SKILLS - Ability to organize, plan, and prioritize work in a fast-paced work environment, and to achieve goals in a timely fashion.

Travel Requirements

• Ability and desire to travel on a frequent basis and with short or minimal notice. This may include weekend and evening hours.

About OPEN Health

At OPEN Health, we connect visionary minds, pioneering science, and advanced technology to drive real impact. By uniting people, science, and technology, we activate new opportunities for biopharma innovation. Our expertise across medical affairs and market access unlocks faster, smarter routes to market. We are committed to improving patient outcomes worldwide. To learn more, visit www.openhealthgroup.com.

What We Offer

As a global organization, OPEN Health is committed to supporting our employees and their families through a comprehensive benefits program

• Competitive pay, generous paid vacation, holidays and more, across all our locations
• Ongoing training and development opportunities which foster and shape your individual career path
• An active and growing commitment to bettering the communities our employees call home through our Corporate Social Responsibility program
• The opportunity to thrive in a global, collaborative environment while working every day to improve health outcomes and patient wellbeing
• Diverse, inclusive culture that encourages you to bring your whole self to work

OPEN Health does not discriminate on the basis of race, sex, colour, religion, age, national origin, marital status, disability, veteran status, genetic information, sexual orientation, gender identity or any other reason prohibited by law in provision of employment opportunities and benefits.