Advisory Board Meeting Manager

Position Summary:

The Advisory Board Meetings Manager is responsible for managing healthcare Advisory Board (Ad Board) programs for
a major global client and other small-format meetings as needed. This role blends strategic oversight, operational execution, and participant-focused expertise into a single operational point of contact for our clients and participants.
The ideal candidate will have healthcare meeting experience with strong knowledge of compliance, and the agility to
simultaneously manage multiple smaller-scale meetings through a refined and focused service model.

Essential Functions:

Client:
• Lead or support client relationship management for healthcare Ad Boards and small-format meetings.
• Consult with clients to define goals, objectives, expectations, and budgets.
• Adhere to industry and regulatory guidelines implementing best practices, and creative solutions.
• Facilitate planning calls and debrief meetings.

Program Operations:
• Manage all meeting logistics including audiovisual, food & beverage, ground transportation, and materials production.
• Ensure compliance with pharma regulations (CMS Open Payments, GDPR, client protocols).
• Coordinate with internal departments (Creative, Technology, Travel, Field Operations) for seamless delivery.
• Creates and communicates all program specifications and program details and approves event orders to ensure smooth transition to on-site team.
• Is accountable for successful event outcomes and client satisfaction.

Registration Operations:
• Manages registration database to maintain data integrity.
• Produces and maintains reports and manifests as needed, with an understanding of how this data affects the
program integrity.
• Works in partnership with internal departments to manage program deliverables pertaining to website build and
airline ticketing.
• Provides and prints personalized print and digital materials based on registration data.
• Interacts directly with attendees on program related inquires contributing to the overall positive attendee
experience.
• Acts as main contact for hotel block and manages all aspects of hotel room block including attrition submission,
deadlines, special requests, etc.

Budget and Financial Management:
• Process contracts, invoices, expenses, honoraria/reimbursement, and check requests.
• Track and reconcile all expenses, ensuring expenses are within budget and within regulatory guidelines.
• Manages client budget with a focus for client cost savings while maximizing revenue opportunities.
• Provide client with accurate budget estimates and ensure post-event billing reflects these estimates.
• Provides timely financial reconciliation and supporting documents for applicable projects.

Leadership:
• Act as a trusted advisor to clients and internal teams.
• Mentor team members and share best practices.
• Gathers, shares, and applies learnings for continuous process improvement.
• Can adapt and work successfully with any client, partner, and program.
Performs other duties as assigned.

Minimum Requirements/Qualifications:
• Bachelor’s Degree in Business, Hospitality, Event Planning, or a combination of education and work experience in event planning required.
• Minimum 3-4 years in event/program/project management, preferably in pharma/healthcare meetings and events.
• Experience managing smaller-scale meetings in addition to larger or specialized programs.
• Proficiency in Microsoft Office Suite, Teams, SharePoint, OneDrive, Zoom.
• Familiarity with Cvent or similar event management platforms.
• CMP, HMCC, or PMP certification is a plus.

Other Hiring Criteria:
• Must be able to behave in a manner that reflects our organization’s vision and values.
• Must possess excellent interpersonal skills to be able to provide superior customer service and client consultation from the spirit to serve others; be able to work cross-functionally and develop strong and positive internal and external relationships and be a strong team player.
• Must possess excellent organizational and project management skills, ability to prioritize, detail orientation, and the ability to manage multiple customers and projects simultaneously with strict timelines/deadlines.
• Must possess strong verbal and written communication skills.
• Must possess proven leadership skills to lead a team and mentor other roles.
• Must be able to actively listen, have the capability to instill confidence in clients and colleagues and present information with confidence.
• Must possess self-awareness to understand their own strengths and weakness and how their behavior impacts others.
• Must be professional in behavior with clients, suppliers, and colleagues.
• Must be a creative thinker with the ability to gather and analyze information and skillfully conceptualize solutions that go beyond the obvious paths.
• Must model a positive, solution-based approach and be flexible and open to change to adopt to different client styles.