Program Planner, Speakers Bureau

Position Summary:

The Program Planner (Speakers Bureau) is responsible for the full-cycle planning and flawless execution of promotional pharmaceutical events. Acting as the primary liaison between pharmaceutical client field teams, healthcare professionals, and internal departments, this role demands a high degree of professionalism, emotional intelligence, and relationship-building skills.

Program Planners must demonstrate deep knowledge of client-specific business rules and compliance guidelines while delivering high-touch, seamless event execution. Success in this client-facing role requires exceptional communication, technical proficiency, and a collaborative mindset.

Essential Functions:

• Logistically execute a high volume of promotional programs annually across one or two assigned client accounts
• Serve as the key point of contact for sales representatives and speakers, providing proactive and responsive communication

Manage end-to-end program logistics, including:

• Speaker confirmation, travel coordination, and honoraria processing
• Venue sourcing, contracting, and AV coordination
• Attendee communications and roster/data entry
• Shipment of meeting materials, if applicable
• Web platform setup and support (Zoom, Microsoft Teams, etc.)
• Ensure timely program closeouts, budget reconciliation, and compliance with client financial and regulatory requirements
• Respond professionally and efficiently to program-related inquiries or issues
• Participate in internal team meetings and contribute to process optimization efforts
• Consistently meet or exceed program KPIs
• Create and deliver program reports and status updates as required
• Anticipate potential issues and offer strategic, solution-oriented responses

Technical Skills:

• Proficiency in Zoom and Microsoft Teams (including hosting, screen sharing, breakout rooms, and troubleshooting)
• Proficient in Microsoft Office Suite (Word, Excel, Outlook); intermediate PowerPoint skills
• Proficient with survey tools, email platforms, and Adobe Acrobat PDF preferred
• High level comfort learning and navigating event management platforms and CRM systems

Soft Skills:

• Exceptional organizational and time management abilities
• Strong interpersonal and relationship-building skills
• Clear and professional verbal and written communication
• Calm, adaptable, and solution-oriented under pressure
• Keen attention to detail and accuracy
• Friendly and professional customer service mindset
• Self-starter with strong accountability and ownership
• Ability to manage competing priorities in a fast-paced environment
• Willingness to work flexible hours and provide after-hours support as needed

Experience:

• Minimum of 3 years of experience managing pharmaceutical speaker bureau programs. Bachelor’s degree highly preferred.
• Proven ability to execute multiple concurrent programs with tight deadlines
• Strong working knowledge of pharmaceutical compliance guidelines, including the Sunshine Act

The estimated salary for this position and similar roles Citrus may consider for applicants ranges from $55,000 to $70,000 per year. This is the approximate pay range that Citrus anticipates it will pay for this and similar positions at the time of this posting.  Citrus is committed to offering fair and competitive pay for all employees; consistent with applicable law, final compensation will be determined based on the applicant's skills, qualifications, and experience, along with the position's requirements. Citrus reserves the right to modify this pay range at any time.