Advisory Board Meeting Manager

About the Role

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.

Responsibilities

• 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; approve event orders to ensure smooth transition to on-site team.
• Be 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 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 a positive attendee experience.
• Act as the 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 they are within budget and regulatory guidelines.
• Manage client budget with a focus on cost savings while maximizing revenue opportunities.
• Provide clients 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.

Requirements

• Bachelor’s Degree in Business, Hospitality, Event Planning, or a combination of education and work experience in event planning.
• 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.

Skills

• Excellent interpersonal skills to provide superior customer service and client consultation.
• Ability to work cross-functionally and develop strong, positive internal and external relationships.
• Strong team player with excellent organizational and project management skills.
• Ability to prioritize, detail orientation, and manage multiple customers and projects simultaneously with strict timelines/deadlines.
• Strong verbal and written communication skills.
• Proven leadership skills to lead a team and mentor other roles.
• Active listening skills and the capability to instill confidence in clients and colleagues.
• Self-awareness to understand personal strengths and weaknesses and how behavior impacts others.
• Professional behavior with clients, suppliers, and colleagues.
• Creative thinker with the ability to gather and analyze information and conceptualize solutions beyond obvious paths.
• Positive, solution-based approach; flexible and open to change to adapt to different client styles.