Sr. Speaker Bureau Coordinator

Key Responsibilities

• Serve as the primary liaison between Sales Representatives, Healthcare Professional (HCP) speakers, and venues across the United States
• Manage all logistics including venue sourcing, contracting, menu planning, AV, and on-site execution
• Ensure all program elements align with client business rules and regulatory standards
• Oversee food & beverage selections and ensure compliance with industry guidelines
• Coordinate speaker scheduling, confirmations, and communications
• Manage travel logistics including airfare, hotel, and ground transportation
• Manage program budgets, invoice review, and reconciliation
• Ensure timely processing of honoraria, reimbursements, and vendor payments
• Maintain financial accuracy for reporting and audit readiness
• Data & Systems Management
• Maintain accurate records across all programs in internal systems
• Track program lifecycle from initiation through closeout
• Vendor & Stakeholder Management
• Partner with travel agencies, AV vendors, and third parties
• Deliver high-quality service to internal and external stakeholders
• Post-Program Closeout
• Complete all post-program documentation and reconciliation requirements
• Ensure timely and accurate program closeout

Qualifications

• Bachelor's degree preferred
• Minimum 3 years of speaker bureau event planning experience (required)

Skills & Competencies

• Exceptional organizational skills with rigorous attention to detail across high volumes of concurrent programs
• Excellent professional communication skills with the ability to effectively engage diverse stakeholders, including patients and healthcare providers
• Strong stakeholder management abilities across internal teams and external partners
• Proven ability to thrive in a fast-paced, high-volume work environment
• High attention to detail with compliance focus
• Proficiency in Microsoft Office and web-based systems

Core Competencies

• Operational Excellence
• Compliance & Risk Management
• Stakeholder Engagement
• Financial Acumen
• Problem Solving & Adaptability