Speaker Program Associate

Summary:
The Speaker Program Associate is responsible for supporting the execution of promotional speaker programs. This includes supporting the Associate Director, Commercial Operations with managing the external vendor, overseeing speaker contracting, reviewing exception requests, and ensuring compliance with aggregate spend reporting requirements. The role also supports promotional material review by submitting speaker program promotional jobs into Veeva and coordinating with cross-functional teams to ensure timely approvals.
Essential Functions:
Vendor Management

• Serve as the main point of contact for the speaker program vendor.
• Monitor vendor performance and ensure programs are executed on schedule.
• Oversee third-party vendors handling event logistics, attendee management, and reporting.

• Manage speaker bureau logistics, including contracting, training, and Fair Market Value (FMV) assessments.
• Coordinate with Legal, Compliance, and Marketing to ensure contracts meet company requirements.
• Track HCP contracting requests status and maintain accurate documentation.

• Evaluate and process exception requests related to speaker programs.
• Partner with Legal, Compliance, and Field teams to ensure proper documentation and approvals.
• Maintain records of exception decisions and rationale.

• Track and reconcile speaker-related expenses to support accurate aggregate spend reporting.
• Collaborate with Finance and Compliance to resolve discrepancies and maintain transparency.

• Submit speaker program materials into Veeva for promotional review.
• Ensure submissions meet routing and documentation requirements.
• Follow up with reviewers to support timely approvals.

• Work closely with Commercial, Legal, Compliance, and Field teams to support speaker program operations.
• Provide guidance to field personnel on policies and procedures.
• Support training efforts related to speaker program execution.
• Ensure timely routing of program materials and event request forms.

• Bachelor’s degree in business, healthcare, or a related field.
• 3+ years of experience in pharmaceutical operations, compliance, or event coordination.
• Familiarity with speaker program regulations (e.g., Sunshine Act, PhRMA Code).
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and work independently.
• Proficiency in Microsoft Office; experience with MedPro or similar systems is a plus.
• Experience working with third-party vendors and cross-functional teams.
• Strong communication and interpersonal skills.

• Experience with Veeva and Ariba sytems.
• Strong knowledge of industry regulations including PhRMA Code, Anti-Kickback Statute, False Claims Act, and federal/state transparency laws.
• Strong Excel and PowerPoint skills.