Event Coordination Specialist for Speaker Engagements
2 weeks ago
The Speaker Bureau Planning team is composed of skilled meeting professionals dedicated to orchestrating and overseeing compliant meetings and events tailored for Life Sciences organizations.
Our mission is to collaborate with clients to ensure a premium attendee experience through a variety of in-person, hybrid, and virtual events, leveraging our extensive industry knowledge, top-tier compliance technology, and a forward-thinking, adaptable strategy to enhance our client's Speaker Bureau.
The Event Coordination Specialist serves as the primary liaison with our client's field sales representatives and healthcare professional speakers throughout the planning and execution of these successful and compliant events.
Duties and Responsibilities
Act as the main point of contact for designated engagements, collaborating with Field Representatives and Speakers to address inquiries regarding program specifics, budgetary considerations, registration, speaker availability, travel arrangements, service fees, and expenses.
Engage in various meeting planning tasks, which may encompass venue research, contract negotiations, securing meeting locations, menu selection, billing arrangements, and coordinating audiovisual needs through third-party vendors as necessary.
Maintain overall accountability for inputting and updating costs in the system for each program, potentially collaborating with the Closeout Coordinator to ensure accurate cost updates.
Oversee daily credit card coding for all meeting-related charges; manage the submission and tracking of payment requests for venues and catering services; monitor per-meeting expenses for assigned programs and respond to Finance inquiries as required.
Track, report, and ensure meal expenditures align with established modest meal guidelines.
Ensure timely distribution of communications, including confirmations, invitations, pre-meeting materials, and post-event follow-ups.
Provide pre-registration support and input roster details as necessary to adhere to program timelines; collaborate with the Closeout Coordinator on sign-in sheets to guarantee all captured information is accurate for reporting.
Coordinate the selection and management of speakers and travel logistics, collaborating with the Program Coordinator when necessary to secure arrangements on behalf of the Speaker.
Plan, organize, and execute requirements for virtual engagements, including conducting dry runs and being present online during the program to serve as the primary contact for representatives, ensuring smooth engagement initiation.
Conduct platform walkthroughs with representatives and speakers as needed.
Identify potential compliance issues and address or escalate them as appropriate.
Ensure proper filing (uploading) and archiving of all meeting components, such as receipts, meeting documentation, checks, etc.
Adhere to internal and external communication guidelines.
Comply with OIG, PhRMA, STARK, and any other client-specific regulations.
Oversee data entry into various databases, maintaining the integrity of the information.
Provide after-hours phone coverage for emergencies as needed.
Qualifications
Bachelor's Degree required.
Two (2) to five (5) years of experience in customer service or meeting logistics, including management of virtual engagements.
One (1) or more years of experience in programs or projects related to medical education within the pharmaceutical sector.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Access), Adobe, Outlook, the Internet, and other virtual platforms.
Exceptional time management, customer service, and organizational skills.
Strong communication skills, both written and verbal (in-person and via phone).
Outstanding customer service abilities and adaptability to changing needs while maintaining professionalism.
Knowledge of OIG guidelines, PhRMA, and STARK regulations.
Capability to manage multiple tasks and a high volume of work, interact with all organizational levels, and lead and direct team members.
Ability to identify obstacles early, problem-solve, and propose solutions.
IQVIA is a leading global provider of advanced analytics, technology solutions, and clinical research services to the life sciences industry.
We are committed to pushing the boundaries of human science and data science to create a significant impact – assisting our customers in fostering a healthier world.
We are dedicated to providing equal employment opportunities for all, including veterans and candidates with disabilities.
IQVIA's operational capabilities necessitate that IQVIA and its employees meet specific requirements regarding COVID-19 vaccination status.
IQVIA is a world leader in utilizing data, technology, advanced analytics, and expertise to help customers advance healthcare – and human health – forward.
Together with the companies we serve, we are enabling a more modern, effective, and efficient healthcare system, creating innovative solutions that transform business and patient outcomes.
To achieve this, it requires diverse skills and a curiosity to explore new possibilities.
No matter your role, everyone at IQVIA, including our colleagues at Q2 Solutions, contributes to our shared goal of enhancing human health.
Thank you for considering a career with us.
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