Description
Position at Fingerpaint Medical
Reset your expectations of a health and wellness agency. From our inception, Fingerpaint has been driven by an unstoppable collective spirit of possibility. It’s that curiosity that’s at the heart of everything we do. From our legendary people-first culture to the hundreds of Fingerpainters who define us, we’ve reimagined what it means to be a healthcare and wellness advertising agency. Here, creativity happens naturally—we attract top talent and give them a space to grow and collaborate.
Position Summary
The Senior Speaker Bureau Coordinator is responsible for the end-to-end planning, execution, and reconciliation of speaker programs, including dinner meetings and educational lectures, within the medical and pharmaceutical industry.
This role serves as a critical operational lead, ensuring programs are executed seamlessly, compliantly, and within budget while maintaining accurate reporting and cross-functional alignment.
Key Responsibilities
Program Coordination & Execution
- 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
Venue & Compliance Management
- Research and secure compliant venues aligned with cost thresholds and program requirements
- Oversee food & beverage selections and ensure compliance with industry guidelines
Speaker & Travel Coordination
- Coordinate speaker scheduling, confirmations, and communications
- Manage travel logistics including airfare, hotel, and ground transportation
Financial Management & Reconciliation
- Manage program budgets, invoice review, and reconciliation
- Ensure timely processing of honoraria, reimbursements, and vendor payments
- Maintain financial accuracy for reporting and audit readiness
Data & Systems Management
- Maintain accurate records across all programs in internal systems
- Track program lifecycle from initiation through closeout
Vendor & Stakeholder Management
- Partner with travel agencies, AV vendors, and third parties
- Deliver high-quality service to internal and external stakeholders
Post-Program Closeout
- Complete all post-program documentation and reconciliation requirements
- Ensure timely and accurate program closeout
Team Support & Leadership
- Support onboarding and training of new team members
- Provide backup support to leadership and assist with special projects
Operational Support
- Participate in after-hours support rotation
- Perform additional duties as assigned
Qualifications
Education & Experience
Bachelor's degree preferred
Experience in pharmaceutical or medical meeting management
Minimum 3 years of speaker bureau event planning experience (required)
Skills & Competencies
Core Competencies
- 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.
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