Associate Director, Meeting Services (Speaker Bureau)

Job Description
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.

Qualifications
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