Program Planner, Speakers Bureau

Position Summary

The Program Planner (Speakers Bureau) is responsible for the full-cycle planning and flawless execution of promotional pharmaceutical events. Acting as the primary liaison between pharmaceutical client field teams, healthcare professionals, and internal departments, this role demands a high degree of professionalism, emotional intelligence, and relationship-building skills. Program Planners must demonstrate deep knowledge of client-specific business rules and compliance guidelines while delivering high-touch, seamless event execution. Success in this client-facing role requires exceptional communication, technical proficiency, and a collaborative mindset.

Essential Functions

• Logistically execute a high volume of promotional programs annually across one or two assigned client accounts
• Serve as the key point of contact for sales representatives and speakers, providing proactive and responsive communication
• Manage end-to-end program logistics, including:
• Speaker confirmation, travel coordination, and honoraria processing
• Venue sourcing, contracting, and AV coordination
• Attendee communications and roster/data entry
• Shipment of meeting materials, if applicable
• Web platform setup and support (Zoom, Microsoft Teams, etc.)
• Ensure timely program closeouts, budget reconciliation, and compliance with client financial and regulatory requirements
• Respond professionally and efficiently to program-related inquiries or issues
• Participate in internal team meetings and contribute to process optimization efforts
• Create and deliver program reports and status updates as required
• Anticipate potential issues and offer strategic, solution-oriented responses

Technical Skills

• Proficiency in Zoom and Microsoft Teams (including hosting, screen sharing, breakout rooms, and troubleshooting)
• Proficient in Microsoft Office Suite (Word, Excel, Outlook); intermediate PowerPoint skills
• Proficient with survey tools, email platforms, and Adobe Acrobat PDF
• High level comfort learning and navigating event management platforms and CRM systems

Soft Skills

• Exceptional organizational and time management abilities
• Strong interpersonal and relationship-building skills
• Clear and professional verbal and written communication
• Calm, adaptable, and solution-oriented under pressure
• Keen attention to detail and accuracy
• Friendly and professional customer service mindset
• Self-starter with strong accountability and ownership
• Willingness to work flexible hours and provide after-hours support as needed

Experience

• Minimum of 3 years of experience managing pharmaceutical speaker bureau programs
• Bachelor’s degree highly preferred
• Proven ability to execute multiple concurrent programs with tight deadlines
• Strong working knowledge of pharmaceutical compliance guidelines, including the Sunshine Act