Meeting Coordinator
New
C
Citrus Health GroupPharmaceutical, Healthcare
Chicago, Illinois, United States; Pennsylvania, USAFull-TimeMiddle
Salary50,000 - 65,000 USD per year
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Job Details
- Experience
- 1–2 years
- Required Skills
- Microsoft Excel
Requirements
- Bachelor’s degree in Business, Hospitality, Communications, or a related field preferred
- 1–2 years of meeting or event coordination, registration management, or related experience, preferably within a pharmaceutical, healthcare, or agency environment preferred
- Advanced proficiency in Cvent, including hands-on experience building and managing registration sites, configuring registration workflows, and managing attendee data
- Strong organizational skills with exceptional attention to detail and accuracy, particularly in managing attendee data and registration workflows
- Proficiency in Microsoft Office, particularly Excel, with the ability to manage data, track information, and support budget processes
- Ability to manage multiple tasks simultaneously, balancing competing priorities and deadlines in a fast-paced environment
- Analytical and process-driven mindset, with strong problem-solving skills and a focus on accuracy and efficiency
- Basic understanding of pharmaceutical compliance (e.g., HCP engagement, meal thresholds, TOV reporting) is a plus
- Flexibility to work nonstandard hours as required based on program timing, deadlines, and client needs
- Ability to travel approximately 15% of the time, including occasional weekends and limited international travel
Responsibilities
- Support the planning and execution of a range of pharmaceutical meetings, including but not limited to live and virtual advisory boards, investigator meetings, executive one-on-one meetings, congress-related activities, internal planning meetings, and select patient or advocacy-focused engagements
- Manage end-to-end registration processes, including building and maintaining registration sites (e.g., Cvent), tracking attendee responses, and ensuring data accuracy across all systems
- Serve as the primary point of contact for attendee communications related to registration, including confirmations, updates, and logistical details
- Maintain accurate attendee tracking, including HCP status, credentials, and required compliance documentation
- Support TOV (Transparency of Value) data capture and attendee tracking, ensuring alignment with pharmaceutical compliance requirements
- Support coordination of travel logistics in partnership with internal teams and vendors, ensuring alignment with registration data and attendee needs
- Assist with backend program logistics, including material preparation, shipping coordination, and documentation tracking
- Support meeting planners with budget tracking, expense logging, and reconciliation preparation, ensuring financial data is accurate and up to date
- Maintain detailed trackers, timelines, and program documentation to ensure deadlines are met
- Provide onsite support for meetings and events as needed (approximately 15% travel, including occasional weekends and limited international travel)
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