Program Manager Job Summary:

Main contact for the speaker, venue, and sales representative in a series of speaker bureau programs. Program Manager is responsible for developing positive working relationships with speakers and sales force members to develop a foundation for a successful bureau.

Program Manager will work closely with Senior Program Managers and Assistant Program Managers and be responsible for the successful coordination of programs. Program Managers will adhere to client and industry guidelines, as well as client and company standard operating procedures for program management.

Responsibilities

• Act as liaison with field representatives to confirm requested program specifics upon receipt of program request, communicate program updates and to confirm/remind regarding planning process and program execution
• Develop relationships as the primary contact for speakers, sales representatives, and venues
• Own and manage each assigned program – oversee all requirements to assure excellence in service
• Invite, schedule, and confirm appropriate speaker for each program
• Communicate with travel agency to request and confirm speaker travel; ensure all tickets are issued and released to speaker in a timely manner
• Source, vet, and confirm venue and logistics for program; make appropriate menu selections adhering to budget and compliance guidelines
• Arrange audio visual equipment with venue or third party, as appropriate
• Finalize logistics and confirm final details with venue prior to program date
• Communicate program updates to speaker and field, as appropriate
• Review venue receipts post program for accuracy and upload into portal
• Track and enter estimated and actual speaker honorarium, expenses, travel, food and beverage costs and audio-visual equipment
• Outreach to Speaker and/or Field to obtain missing information, expenses or post-program materials required for program closeout
• Log all program activities appropriately and accurately in database
• Keep detailed files on all aspects of communication, correspondence and financial documents relating to each program; upload files into appropriate program within database
• Review and sign-off on Assistant Program Manager’s tasks as appropriate; mentor as appropriate
• Alert team lead immediately with any problems, issues, or concerns regarding programs
• Attend and contribute to weekly internal team status meetings
• Attain a basic understanding of product information and disease state of therapeutic area
• Assist in training new team members
• Provide coverage for other team members, as needed
• Other projects as assigned by Director

Qualifications

• Exceptional organizational and follow-up skills
• Excellent written and verbal communication skills
• Able to see long-term assignments through to completion
• Meet strict deadlines
• Organized, creative, and efficient
• Strong customer service orientation and ability to act diplomatically
• Basic understanding of budgeting process
• Proven ability to work under deadline pressure, both independently and as part of a team
• Strict attention to detail
• Excellent problem-solving skills
• Proficient with Microsoft Word, PowerPoint, Excel and Outlook
• Ideal candidate will have 2 plus years of pharmaceutical dinner meeting experience
• Excellent organizational, communication, analytical and problem-solving skills
• Polished phone skills with the ability to work independently in a demanding environment.
• Display an in depth knowledge of meeting planning, contract negotiation and fiscally responsible meeting spend.