Pharmaceutical Meeting Coordinator

Contract positionJob DescriptionOperational excellence, in our more than 200+ meetings and congresses planned annually, is a USImmunology priority. We are seeking a detail-oriented and proactive Meeting Coordinator to supportthe planning, execution, and reconciliation of various external meetings. This contractor role is critical toensuring operational excellence and budget accuracy across all meeting-related activities.Key ResponsibilitiesMeeting Department CoordinationContinuous monitoring to ensure the iPVU has a current and accurate list of planned meetings on the iPVU Calendar (both National and Local)Manage sponsorship (E-requests) for all planned programs within company internal systemInitiate virtual meeting cards for all planned programsServe as the primary point of contact for day-to-day meeting-related inquiries re: internal processMeeting LogisticsOversee logistics for miscellaneous meetings including advisory boards, with oversightfrom the Strategic Meetings Solutions Lead or Meeting Specialist(s)Financial Tracking & ReportingPrepare and manage Statements of Work (SOWs) and monthly accrualsReconcile budgets monthly as meetings closeProvide accurate financial reports to internal stakeholdersStakeholder EngagementCollaborate with internal teams and external vendors to ensure timely execution of meeting deliverablesSupport External Experts (EEs) engagement and tracking, if applicableCompliance & DocumentationEnsure all meeting documentation complies with internal policies and industry regulations.Maintain organized records of meeting approvals, budgets, and outcomes.Required Skills:Project Coordination: Proven ability to manage multiple meeting workflows simultaneously with attention to detailBudget Management: Exposure with SOWs, accruals, and project reconciliationPharma Industry Knowledge: Familiarity with pharmaceutical compliance standards and medical meeting protocolsCommunication: Strong interpersonal and written communication skills for cross-functional collaboration.Tech Proficiency: Comfortable using Microsoft Teams, Outlook, Excel, and internal request systems (e.g., Erequests).Problem Solving: Ability to handle day-to-day questions and troubleshoot meeting-related issues independently.Time Management: Skilled in prioritizing tasks and meeting deadlines in a fast-paced environment.Additional Qualifications + Experience:Bachelor's degree2 - 4 years of associated meeting coordination or planning experienceTravel (~30 - 50%) to provide onsite logistics is required. This will include weekend and evening hoursContract Details:Location: Hybrid; Smyrna officeReporting To: Strategic Meeting Solutions Lead

Created: 2025-10-02