[Hiring] Advisory Board Meeting Manager @Direct Travel

Role Description

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.

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.

Requirements

• 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.
• 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.
• Create and communicate all program specifications and program details and approve event orders to ensure smooth transition to on-site team.
• Accountable for successful event outcomes and client satisfaction.
• Manage registration database to maintain data integrity.
• Produce and maintain reports and manifests as needed, with an understanding of how this data affects the program integrity.
• Work in partnership with internal departments to manage program deliverables pertaining to website build and airline ticketing.
• Provide and print personalized print and digital materials based on registration data.
• Interact directly with attendees on program related inquiries contributing to the overall positive attendee experience.
• Act as main contact for hotel block and manage all aspects of hotel room block including attrition submission, deadlines, special requests, etc.
• Process contracts, invoices, expenses, honoraria/reimbursement, and check requests.
• Track and reconcile all expenses, ensuring expenses are within budget and within regulatory guidelines.
• Manage 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.
• Provide timely financial reconciliation and supporting documents for applicable projects.
• Act as a trusted advisor to clients and internal teams.
• Mentor team members and share best practices.
• Gather, share, and apply learnings for continuous process improvement.
• Adapt and work successfully with any client, partner, and program.
• Perform other duties as assigned.

Company Description