Program/Event Coordinator - Corporate Events

Program Coordinator - Pharma Event PlanningLocation: Traveling to Office (In NJ) 3 days a week (Tues-Thurs)Hours: 7.5hrs/dayGeneral Purpose/Summary of JobThe 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 ResponsibilitiesDatabase management - manage promotional educational programs within the proprietary events management platformBudget management - assisting customer representatives within their program planning budget to ensure they meet client business rules and guidelinesSelection 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 meetingsAdherence to various policies (i.e., confidentiality, sensitive communication, intellectual property)Effectively manage high volume of meetings while also responding to emails and phone callsMust 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" attitudeAbility to boost team moraleAbility to take constructive feedback and adjust in order to progress forwardAbility to communicate clearly with management via email or in personExcellent interpersonal, customer service and organizational skillsExceptional attention to detailProfessional and clear oral and written communication AND etiquette skills to successfully manage high phone and email volumeDemonstrate ability to work in a fast-paced environment, changing planning activities and/or multitasking often to meet fluctuating client/company prioritiesAbility to take on additional ad hoc tasks as needed to support the team without complaintAbility to work flexible schedules and/or extended hours to meet clients' business needsAbility to maintain productivity while performing repetitive planning tasks every dayProficiency in MS-Office, Word, Excel (e.g., financial calculations, pivot tables, VLOOKUP's) and Gmail preferredBasic Math and Spelling proficiencyAbility to work and thrive in a team atmosphereEducation/Skills Experience Desired:High School or equivalentCollege Degree Preferred1-2 years' experience in field or related area preferred but not requiredGreat for individuals with a Sales, Hospitality, or Customer Service backgroundMust be a go getter and very personable at the same having patience with the processPossess strong analytical and problem-solving skills

Created: 2025-09-26