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Event Coordination Specialist

2 months ago

New York, New York, United States L&M Healthcare Communications Full time

The Event Coordination Specialist will oversee the execution of dinner and lecture programs. This role requires a comprehensive understanding of all facets of event management within the medical and pharmaceutical sectors, including logistics such as venue selection, contract negotiations, food and beverage arrangements, travel coordination, destination services, database oversight, and financial management including budgeting and reconciliation.

Key Responsibilities:

  • Serve as the primary contact between Pharmaceutical Sales Representatives, Healthcare Professionals (HCP), and venues to facilitate lecture programs across the United States, encompassing various formats such as live, in-office, web-based, and proctoring as needed.
  • Conduct thorough research to identify and confirm venue details, including menu options, meeting room availability, and ensuring compliance with all relevant regulations and client guidelines.
  • Engage with Speakers to arrange and confirm event schedules, travel logistics, accommodations, and ground transportation.
  • Organize virtual program platforms and audio conference lines for applicable online events.
  • Review and ensure the accuracy of program invitations, distributing them promptly in alignment with client protocols.

Qualifications and Skills:

· A minimum of 1 year of office experience, ideally within the pharmaceutical sector or event planning (Bachelor's degree preferred).

· A collaborative and enthusiastic individual eager to learn and grow.

· Strong attention to detail and exceptional organizational capabilities.

· Proven ability to manage multiple tasks in a dynamic environment.

· Excellent verbal and written communication skills.

· Capacity to maintain professionalism and composure under pressure.

· Willingness to work additional hours as required.

· Proficiency in Microsoft Office Suite (Word, Excel, Outlook) at a basic to intermediate level is essential.

· Quick adaptability to new software applications.