Senior Speaker Bureau Program Manager (Remote)

New opportunity! ClinicalMind is a full-service Medical Communications Company with extensive experience in specialty therapeutic areas. We offer unique, cutting-edge live and digital initiatives designed to integrate, support, and enhance our client objectives and drive additional engagement with key customers.

ClinicalMind’s talented team defines our company. Anyone who works in this business knows that their success is based on one thing above all else – the people. Come join a growing Medical Communications Agency!

Job Summary

The Senior Speaker Bureau Program Manager combines strategic leadership in people operations with the tactical expertise of speaker bureau program management. This hybrid role focuses on overseeing a select portfolio of programs while driving operational excellence, mentoring team members, and supporting organizational objectives. The Senior Speaker Bureau Program Manager ensures the seamless execution of programs, efficient team operations, and alignment with client and organizational goals.

Job Responsibilities and Skills

• Program Management
  • Oversee the planning and execution of a portfolio of virtual and live speaker bureau programs.
  • Manage all program logistics, including venue sourcing, contract negotiations, travel coordination, audiovisual arrangements, and meal functions.
  • Maintain meticulous records of program budgets, honoraria, expenses, and receipts, ensuring reconciliation and compliance.
  • Act as the primary liaison for sales representatives, healthcare professionals, and vendors to confirm program details and address changes promptly.
  • Facilitate and support virtual meeting rehearsals, ensuring technical readiness and smooth execution.
  • Provide timely and accurate updates to stakeholders on program statuses, budgets, and outcomes.
  • Ensure compliance with client, company, and industry guidelines, conducting quality control and implementing issue resolution processes as needed.
• People Operations Management
  • Review and manage team workloads, ensuring program requests, reconciliations, and deadlines are met in a timely manner.
  • Provide bi-weekly status updates to the Account Lead (AL) and Senior Director (SD) on overall workload and operational health.
  • Conduct regular 1:1 meetings with direct reports, fostering open communication, and addressing challenges; include the AL as needed.
  • Create agendas and co-lead with the AL weekly team calls to discuss project updates, prioritize tasks, and share key operational insights.
  • Write and deliver performance evaluations in collaboration with the AL and SD, ensuring actionable feedback and professional development for team members.
  • Approve team timesheets and expense reports, maintaining accountability and accuracy.
• Operational Oversight and Efficiency
  • Monitor the functionality of internal tools (e.g., CMGO) and collaborate with IT to address issues and implement enhancements.
  • Develop, update, and train team members on SOPs to standardize processes and drive operational consistency.
  • Support recruiting efforts by participating in interviews, onboarding, and training new hires.
  • Serve as a backup for the AL and team leads during absences, ensuring continuity in operations and decision-making.
  • Provide weekly systems reports and support account liaisons with budgets, forecasts, accruals, and quarterly business reviews (QBRs).

Minimum Qualifications

• Moderate travel, including weekends, may be required for this position
• Bachelor’s degree with 5+ year of relevant experience or 8+ years of relevant experience
• 5+ years of Medical Communication / Speakers Bureau experience
• Must be extremely organized and possess superior attention to detail
• Excellent written and verbal communication
• Ability to multi-task and maintain timelines and priorities in a highly professional manner
• Ability to manage projects with minimal supervision from end to end
• Ability to interact with various levels of management, staff, and clients internally and externally
• Excellent problem-solving skills
• Display an in-depth knowledge of meeting planning, contract negotiation and fiscally responsible meeting spend
• Strong administrative and Microsoft suite skills
• Demonstrated ability to work autonomously in a remote environment
• Travel: Travel within the US may be required for this position, including weekend travel
• Location: New York, NY, or remote

Disclaimer

ClinicalMind provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.