Senior Speaker Bureau Coordinator

Client and Speaker Relationship Management

• Support pharmaceutical clients from kickoff through close-out by anticipating needs and providing proactive, ongoing communication.
• Build and maintain trusted speaker relationships while serving as a primary point of contact and escalation.

Program Coordination and Execution

• Lead end-to-end coordination of live, virtual, and hybrid speaker programs, including speaker recruitment, travel, honoraria, expenses, venue selection and management, invitation generation, RSVP and calendar hold management, audiovisual requirements, and onsite or virtual execution.
• Apply and reinforce SOPs and established processes to deliver consistent, compliant programs.
• Coordinate content rollout to the sales force and update relevant speaker program platforms and documents to reflect new content.
• Communicate clearly and effectively with clients, vendors, and internal teams to maintain alignment and support successful program delivery.

Compliance and Records Management

• Ensure speaker compliance by managing onboarding, scheduling or delivering required content training, tracking contract and training expirations, and documenting all training completion accurately.
• Maintain accurate, current program data, speaker records, payments, and documentation to support compliance, reporting, and performance analysis.

Reporting and Budget Management

• Deliver regular analytics and aggregate spend reports on time.
• Manage program budgets accurately and proactively to keep projects within approved scope and budget.

Stakeholder Partnership and Continuous Improvement

• Partner with internal stakeholders to advance program planning, execution strategy, and continuous improvement.
• Guide Speaker Bureau Coordinators in day-to-day work by supporting complex programs, reinforcing best practices, and promoting consistency and quality across program execution.

• Bachelor’s degree or an equivalent combination of relevant education and professional experience.
• At least 3 years of progressively responsible meeting, event, or speaker program experience, including coordination of complex live, virtual, and hybrid programs; pharmaceutical or life sciences experience is preferred but not required.
• Demonstrated knowledge of speaker bureau operations, applicable compliance requirements, standard operating procedures, and accurate documentation practices.
• Highly organized and detail-oriented, with the ability to prioritize competing deadlines and manage multiple complex programs simultaneously.
• Excellent written, verbal, and interpersonal communication skills, with the ability to build trusted relationships and communicate effectively with clients, speakers, vendors, and internal stakeholders.
• Proficiency in Microsoft Office applications and speaker bureau, meeting management, or related program platforms.
• Proven ability to work independently, anticipate operational and compliance risks, exercise sound judgment, and resolve issues in a fast-paced environment.
• Strong analytical and financial-management skills, including experience monitoring budgets, reconciling program expenses, maintaining accurate payment records, and preparing timely reports.