Job Description

Program Coordinator – Pharma Event Planning

Location: Traveling to Office (In NJ) 3 days a week (Tues-Thurs)

Hours: 7.5hrs/day

General Purpose/Summary of Job:

The Event Planning Coordinator will be responsible for executing logistics for medical education events and ensuring that commitments are met on-schedule and within budget. In addition, Event Planning Coordinators are also responsible for:

• Performing a variety of intricate planning tasks related to identifying and scheduling ALL aspects of the event including Location, Guest Speakers, Food, Equipment, Speaker Travel needs and more. Maintaining consistent communication with sales representatives, faculty, and internal staff throughout the meeting planning process. This position coordinates the events from start to finish and post event reconciliation.

Primary Duties and Responsibilities:

• Database management - manage promotional educational programs within the proprietary events management platform
• Budget management - assisting customer representatives within their program planning budget to ensure they meet client business rules and guidelines
• Selection or confirmation of venue, menu, audiovisual, and air/ground transportation arrangements.
• Coordinate payment with venues/caterers and any other vendors.
• Frequent daily communication with sales representatives and faculty as needed.
• Review all venue contracts for accuracy/ensure client compliance requirements are met.
• Ensuring all meeting materials are complete and accurate.
• Work closely with other team members to ensure successful execution of meetings
• Adherence to various policies (i.e., confidentiality, sensitive communication, intellectual property)
• Effectively manage high volume of meetings while also responding to emails and phone calls
• Must be available to cover after-hours phone line 5pm-midnight on a rotated basis (weeks selected by coordinator)

Competency Requirements:

• Positive attitude at all times and the ability to work with a team and maintain a “Whatever it Takes” attitude
• Ability to boost team morale
• Ability to take constructive feedback and adjust in order to progress forward
• Ability to communicate clearly with management via email or in person
• Excellent interpersonal, customer service and organizational skills
• Exceptional attention to detail
• Professional and clear oral and written communication AND etiquette skills to successfully manage high phone and email volume
• Demonstrate ability to work in a fast-paced environment, changing planning activities and/or multitasking often to meet fluctuating client/company priorities
• Ability to take on additional ad hoc tasks as needed to support the team without complaint
• Ability to work flexible schedules and/or extended hours to meet clients’ business needs
• Ability to maintain productivity while performing repetitive planning tasks every day
• Proficiency in MS-Office, Word, Excel (e.g., financial calculations, pivot tables, VLOOKUP’s) and Gmail preferred
• Basic Math and Spelling proficiency
• Ability to work and thrive in a team atmosphere

Education/Skills Experience Desired:

• High School or equivalent
• College Degree Preferred
• 1-2 years’ experience in field or related area preferred but not required
• Great for individuals with a Sales, Hospitality, or Customer Service background
• Must be a go getter and very personable at the same having patience with the process
• Possess strong analytical and problem-solving skills

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