Advisory Board Meetings Manager (Pharma) – Full-Time (Contract)
Contract | Remote with Onsite Travel
Availability: Immediate Start - September 2026
Hours: Up to 40 Hours/Week
The Advisory Board Meetings Manager is responsible for managing healthcare/pharmaceutical Advisory Board (Ad Board) programs for a major global client, along with smaller-format meetings as needed. This role serves as a highly independent, client-facing Program Manager who can operate in a fast-paced, high-volume environment where programs are often confirmed on short timelines.
The ideal candidate has strong pharmaceutical meeting experience, deep knowledge of compliance, hands-on Cvent experience (attendee management), and the ability to manage multiple concurrent programs (typically 25–30 participants) with precision and urgency.
Why You’ll Love This Role:
This role offers a high level of ownership and visibility while operating in a fast-paced, dynamic environment. The ideal candidate will thrive on managing multiple impactful pharma advisory board programs end-to-end, partnering directly with clients, and being trusted to run programs independently. For someone who enjoys precision, problem-solving, and the excitement of pulling together complex meetings on tight timelines, this role is both challenging and highly rewarding.
What You’ll Do:
As the Meetings Manager, you will support:
Client Management
Serve as the primary client-facing Program Manager for pharma advisory board programs
Consult with clients to define program goals, objectives, expectations, and budgets
Operate independently while maintaining strong communication and stakeholder alignment
Facilitate planning calls and post-program debrief meetings
Program Operations
Manage end-to-end logistics for small-format advisory board meetings (25–30 attendees)
Handle audiovisual, food & beverage, ground transportation, and materials production
Execute programs that are often confirmed on short timelines (“fast and furious” environment)
Ensure compliance with pharma regulations including CMS Open Payments, GDPR, and client-specific protocols
Coordinate with internal teams (Creative, Technology, Travel, Field Operations)
Develop and communicate detailed program specifications and event orders
Maintain accountability for overall event success and client satisfaction
Registration & Cvent Operations
Manage attendee lists within Cvent (no build required)
Send invitations, Know Before You Go (KBYG) communications, and attendee updates
Maintain registration data accuracy and reporting integrity
Partner with internal teams on website updates and travel coordination
Generate personalized print and digital materials
Act as primary contact for attendee communications and experience
Manage hotel room blocks including attrition, deadlines, and special requests
Budget & Financial Management
Process contracts, invoices, expenses, and honoraria payments
Track and reconcile program budgets ensuring compliance and accuracy
Identify cost-saving opportunities while maintaining program quality
Provide accurate budget forecasts and post-event reconciliation
Experience & Qualifications
HCP Certification - Strongly Suggested
Proven experience managing pharmaceutical or healthcare advisory board meetings
Highly organized, detail-oriented, and able to manage multiple programs simultaneously
Comfortable working in a fast-paced, last-minute environment
Strong independent worker with excellent client-facing communication skills
Proficient in Cvent attendee management (invitations, communications, reporting)
Deep understanding of compliance requirements in pharma meetings
Hiring Process
1
Share Your Interest in the Position
Click the form link below to get started. If you are not yet a member of our free Soundings Thrive talent community, you will be asked to join and fill out your profile for consideration.
2
Complete Your Soundings Thrive Profile
All candidates must have a completed Soundings Thrive Profile. This allows us to evaluate the key skills required for this role (and you’ll be able to get alerted for any additional positions!)
3
Receive an Update from Soundings
Our team will review your information and let you know your status.
4
If You Move Forward
Next steps may include a skills-based interview with Soundings, interviews with the client, and reference checks.
5
Job Offer
Final candidates will receive a formal offer directly from the client.
We are committed to providing a transparent, timely, and respectful candidate experience from start to finish.