Speaker Programs Manager

Job Description

SPEAKER PROGRAMS MANAGER

Job Summary

The Speaker Programs Manager (SPM) is responsible for working with the client and the KOL (key opinion leaders), and supports both parties from the primary stages of making contact throughout the booking and logistics process. This involves fees, transport, accommodations, and timing, as well as communication between the speaker and clients. This role will also assist with Medical Professional Meetings, Ad Board, and other ad-hoc meeting requests.

Essential Duties & Responsibilities

Responsibilities include but are not limited to:

Client Communication

• Communicate with field representatives to schedule, confirm, and manage all aspects of individual speaking events in accordance with standard procedures
• Communicate with speakers to schedule and confirm speaking events, arrange travel and accommodations, and process honoraria/fee for service and expense payments
• Communicate with field rep to select and confirm venue for each speaking event. Logistics are then documented and relayed to the Assistant Speaker Program Manager
• Communicate travel to client/speaker/attendees/patient
• Send sourcing options/documents out to the client for review
• Send recruitment updates to the client
• Communicate delays in venue contracting
• Send attendee reports to client
  

Attendee Communication

• Send final confirmation to attendees
• Send speaker invitations
  

Management

• Create RFP and send to assistant to begin sourcing
  

Materials

• Create client slide deck for client QBR with the support and date provided by Team Lead
  

Program Planning

• Confirm program details with Rep by email
• Confirm program and speaker if HCP RSVP is not met
• Send 7 day program final confirmation to Rep and Speaker
• Send 24hr prior program final confirmation to Speaker
• Send 24hr post program expense email to Speaker
• Follow up with rep on sign-in sheet submission and questions
• Send 30 day speaker expense reminder by email
• Upload materials to PRC system to participate in PRC review meetings
• Conduct internal and/or external scripted webinars while adhering to, and actively practicing, compliance guidelines
  

Vendor Management

• Manage relationship with Audio Visual vendor on event production
• Manage relationship with travel agency on event production
• Oversee contracting process and payment for all vendors
  

Finance

• Approve speaker fee
• Upload SOW in Cvent budget
• Change status of program to complete
  

Experience, Skills, and Qualifications

• Bachelor’s degree, preferably in communication or business-related field required
• 2-3 years of related work experience preferred (customer service field, ideally speaker program or meetings and events)
• Knowledge of CVent preferred
• Knowledge of Salesforce preferred
• ANALYTICAL SKILLS – Ability to compare, contrast, and quality check work with a keen attention to detail. Can present numerical data orally, in writing, and/or through graphics.
• COMMUNICATION SKILLS – Superior interpersonal and customer service skills.
• COMPUTER SKILLS – Proficient in Microsoft Office including Word, Excel (especially spreadsheets), and Power Point, database, and reporting tools. Knowledge of CVENT is preferred.
• DECISION MAKING SKILLS – Ability to make clear, concise decisions and solve complex problems.
• ESTABLISHING AND MAINTAINING INTERPERSONAL RELATIONSHIPS – Establishing and maintaining an excellent relationship with the client and the participants is critical to the success of this position.
• ORGANIZATIONAL SKILLS – Ability to organize, plan, and prioritize work in a fast-paced work environment, and to achieve goals in a timely fashion.

Travel Requirements

• Ability and desire to travel on a frequent basis and with short or minimal notice. This may include weekend and evening hours.
  

About OPEN Health

OPEN Health unites deep scientific knowledge with wide-ranging specialist expertise to unlock possibilities that improve health outcomes and patient wellbeing. Working in partnership with our clients, we embrace our different perspectives and strengths to deliver fresh thinking and solutions that make a difference. 

OPEN Health is a flexible global organization that solves complex healthcare challenges across HEOR and market access, medical communications and creative omnichannel campaigns. 

What we offer:

As a global organization, OPEN Health is committed to supporting our employees and their families through a comprehensive benefits program

• Competitive pay, generous paid vacation and holidays, and health insurance programs across all our locations
• Ongoing training and development opportunities which foster and shape your individual career path

• An active and growing commitment to bettering the communities our employees call home through our Corporate Social Responsibility program
• The opportunity to thrive in a global, collaborative environment while working every day to improve health outcomes and patient wellbeing
• Diverse, inclusive culture that encourages you to bring your whole self to work

If we sound like the sort of business environment in which you would thrive, then we would love to hear from you.