What Does a Meeting Supervisor (Speaker Bureau) Do?The Speaker Bureau Meeting Supervisor is a key contributor to the success of speaker bureau operations, serving as a central point of coordination for all related activities. While the role is heavily focused on speaker bureau logistics and execution, the ideal candidate will also bring robust experience managing a variety of live meeting formats. This proactive professional will work closely with the Speaker Bureau Manager to ensure all engagements—whether speaker-led programs or broader live events—are executed with precision, efficiency, and compliance.Negotiate the best available rates and contract terms with vendors for owned meetings, including hotel F&B, A/V, ground transportation, and more. Manage end-to-end program logistics such as venue/site selection, contract execution, travel coordination, food and beverage planning, meeting room setups, audio-visual and production needs, hotel rooming lists, and ancillary vendors  Build and customize registration websites (via CVENT) 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  Review and approve meeting specifications from all perspectives such as attendees, vendors, etc., and offering recommendations to reduce costs 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 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 Assist in creating, refining, and maintaining process and operations work instructions for all speaker bureau activities, ensuring they are comprehensive, easy to follow, and aligned with departmental and client-specific standards.Collaborate on the development and maintenance of speaker bureau reports, ensuring clear definitions and consistent data interpretation; regularly review and analyze reporting outputs to provide actionable insights to clients and support strategic decision-making.Learn and maintain deep knowledge of the proprietary speaker bureau portal; in alignment with the Speaker Portal Lead, proactively identify and recommend enhancements or efficiencies that support department objectives and meet client-specific needs.Work closely with the Speaker Bureau Manager to identify process improvements, resolve issues, and ensure strategic alignment.Maintain and/or exceed the minimum billable utilization percentages for the position level 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.Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias All other duties as assigned   
Job Details
ID | #54394284 |
Estado | Illinois |
Ciudad | Chicago |
Tipo de trabajo | Full-time |
Fuente | EVERSANA |
Showed | 2025-08-26 |
Fecha | 2025-08-26 |
Fecha tope | 2025-10-25 |
Categoría | Etcétera |
Crear un currículum vítae |
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