Meeting Supervisor (pharma)

What Does a Meeting Supervisor Do?Manage all program logistics, including but not limited to venue/site selection, contract negotiations, travel, food and beverage, meeting room sets, audio-visual and production, hotel rooming lists, ground transportation, and ancillary vendors (i.e., entertainment, activities, décor, photographer) Build and customize registration websites and recruitment material templates with program-specific information and coordinating distribution to all attendees according to necessary timelines Ensure the highest standards of quality control of client materials and, as appropriate, develop best practices protocols for project teams to facilitate such quality control  Owning the process of producing a congress activity deck, coordinating with multiple agencies and stakeholders to gather the necessary information and submit through Veeva for approval.Review and approve meeting specifications from all perspectives such as attendees, vendors, etc., and offering recommendations to reduce costs Provide standard and customized reports to clients at specified intervals Responsible for attending and participating in new project briefings and kick-off meetings  Attend multiple internal meetings with Client Services, Meeting Services, and other key personnel to discuss project status, etc. Work on-site at small meetings independently or leading the logistics team at large meetings to coordinate meeting logistics/activities with Client Services, venue, and vendors, and offering assistance to team members Review and reconcile final invoices and pass-through costs within mandated timelines Track and prepare accurate attendee spend reports to comply with the Open Payment Guidelines Maintaining ongoing dialog with the line manager and project team throughout the life of the program to evaluate progress and initiate the scope change process, if necessary Negotiate the best available rates and contract terms with vendors for owned meetings such as hotel F&B, A/V, ground, etc. Own the budget (hours & OOP) on assigned meetings and advising the project team of the possible risks.  Discuss with the client the challenges and recommendations for correction Identify operational change opportunities to improve program execution or increase efficiency and/or decrease costs and elevating and owning the potential plan to the management. Provide input through knowledge and experience to begin to build a budget for a requested meeting Maintain and/or exceed the 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