Senior Speaker Bureau Coordinator
Description
- 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
- Research and secure compliant venues aligned with cost thresholds and program requirements
- 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
- Maintain accurate records across all programs in internal systems
- Track program lifecycle from initiation through closeout
- Partner with travel agencies, AV vendors, and third parties
- Deliver high-quality service to internal and external stakeholders
- Complete all post-program documentation and reconciliation requirements
- Ensure timely and accurate program closeout
- Support onboarding and training of new team members
- Provide backup support to leadership and assist with special projects
- Participate in after-hours support rotation
- Perform additional duties as assigned
- Bachelor's degree preferred
- Experience in pharmaceutical or medical meeting management
- Minimum 3 years of speaker bureau event planning experience (required)
- 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
- Operational Excellence
- Compliance & Risk Management
- Stakeholder Engagement
- Financial Acumen
- Problem Solving & Adaptability
Don’t meet every single requirement? That’s okay! Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At Fingerpaint, we are dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about this role but your experience doesn’t align perfectly, we encourage you to apply anyway. You may be just the right candidate for this or other roles! Our team of qualified recruiters can match you with the right opportunity. Fingerpaint Group provides equal employment [and affirmative action] opportunities to all applicants and employees. We are proud to recruit qualified applicants without regard to race, color, religion, gender, age, ethnic or national origin, protected veteran status, physical or mental disability, sexual orientation, gender identity, marital status, or citizenship status.