New opportunity! ClinicalMind is a full-service Medical Communications Company with extensive experience in specialty therapeutic areas. We offer unique, cutting-edge live and digital initiatives designed to integrate, support, and enhance our client objectives and drive additional engagement with key customers.

ClinicalMind’s talented team defines our company. Anyone who works in this business knows that their success is based on one thing above all else – the people. Come join a growing Medical Communications Agency!

Job Summary

The Speaker Bureau Program Manager is responsible for the day-to-day management and execution of logistics for various pharmaceutical and biotech speaker bureau programs and ensuring programs are on-schedule and within budget. This position includes administrative duties, database management, phone support, and email communications with some travel required. Additionally, this role is responsible for developing positive working relationships and maintaining consistent communication with sales representatives, faculty, suppliers, and internal staff throughout the process while working closely with internal speaker bureau team. They will adhere to client and industry guidelines and CM standard operating procedures. This individual will manage all project operations from inception to execution. This role will include maintaining budgets and enforcing deadlines. A comfort level with technology is required.

Job Responsibilities and Skills

• Provides full-service program management services for virtual and live speaker bureau programs. Coordinates virtual meetings and provides meeting links to faculty and attendees.
• Coordinates and conducts walkthrough virtual meeting rehearsals, as needed, with faculty and reps.
• Attends/oversees implementation of virtual meetings. Sources and secures space at off-site venues and restaurants.
• Coordinates all meeting logistics including registration, ground transportation, hotel accommodations meeting room set-up, audio/visual services, meal functions, venue contracts, on-site staff, and budget reconciliation at conclusion of program.
• Acts as liaison with sales representatives to confirm requested program specifics upon receipt of program request; to communicate program updates and to confirm/remind regarding planning process and program execution.
• Makes menu selections while adhering to budget and compliance guidelines; signs and reviews BEO and finalizes venue logistics with rep to ensure program needs have not changed; reviews and logs venue receipts post-program.
• Keeps detailed files on all aspects of communication, correspondence and financial documents relating to each program including records of contracts and special menu selection.
• Provides timely and accurate reporting to the Speaker Bureau Director (SBD) on project status.
• Attends and contribute to weekly team status meetings (internal)
• Tracks and records estimated and actual speaker honorarium, expenses, travel, food and beverage costs and audiovisual equipment.
• Completes reconciliation of programs per internal and client processes
• Utilizes database for initiating and tracking progress of each program.
• Provides coverage for other team members when needed.
• Demonstrates a full understanding of quality control process to include but not limited to client QC process and resolution methodology.
• Maintains good understanding and adherence to client and industry compliance guidelines.
• Performs these and other duties as assigned in adherence with the standards and expectations of ClinicalMind.
• The ideal candidate will be an intelligent, quick, forward, and strategic thinking, multi-tasking individual who is team-oriented, collegial, and proactive. They will make sound decisions based on a combination of seeking input from managers, good judgment, and intuition.
• They will be goal oriented, motivated, and will have an extremely high energy level. They must possess superior communications skills and well-developed interpersonal skills. A sense of humor is considered an important quality as is a natural, optimistic attitude.
• This role of Speaker Bureau Program Manager requires exceptional listening skills and the ability to relate to a wide variety of staff and healthcare providers and to understand their needs. Regardless of the individuals skills and experiences, however, the successful candidate must have the demonstrated ability to gain and enhance the respect and trust of superiors, peers, subordinates, clients, and the clinical experts with whom they interacts.
• They must be confident and self-aware, possessing the highest professional standards and personal and professional integrity. Further, will always maintain a strictly professional relationship with all clients and their representatives, independent contractors and consultants, faculty, key opinion leaders, advisory board members or anyone else paid to participate in, consult with or perform services for or on behalf of CM or its clients.
• The Speaker Bureau Program Manager will present a high sense of urgency and a strong need and desire to get into the detail. The successful candidate will be a passionate dynamic person by nature and approach challenges with a solutions orientation.

Minimum Qualifications

• Bachelor's degree with 1+ year of relevant experience or 5+ years of relevant experience
• 1+ years of Medical Communication / Speakers Bureau experience
• Must be extremely organized and possess superior attention to detail
• Excellent written and verbal communication
• Ability to multi-task, maintain timelines, and prioritize workload and meet deadlines
• Able to see long-term assignments through to completion
• Ability to interact with various levels of management, staff, and clients internally and externally
• Excellent problem-solving skills
• Display an in-depth knowledge of meeting planning, contract negotiation and fiscally responsible meeting spend
• Strong administrative and computer skills
• Moderate to extensive travel, including weekends, may be required for this position, client dependent

Disclaimer

ClinicalMind provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.