Medical Event Operations Coordinator

2 days ago


Fort Worth, Texas, United States JobRialto Full time
Job Summary:

The Junior Medical Event Operations Specialist plays a pivotal role in orchestrating medical education events from inception to completion, ensuring unparalleled customer service and logistical precision.

This role collaborates with Sales, Marketing, and Medical Education teams to execute impactful educational events for healthcare professionals. Key responsibilities include venue sourcing, contract negotiation, event planning, attendee management, and tracking/reporting using event technology like Cvent and Smartsheet.

The specialist will also manage relationships with key surgeons and maintain relevant databases, adhering to Health Care Compliance (HCC) guidelines.

Key Responsibilities:
  • Plan all aspects of medical education events and courses.
  • Ensure compliance with corporate Health Care Compliance (HCC) guidelines.
  • Coordinate event details, including venue sourcing, F&B planning, and customized agendas for visiting surgeons.
  • Maintain event records in Cvent system and lead pre-event meetings.
  • Uphold Client's business conduct policies and high ethical standards.
  • Handle event logistics such as registration, digital assets, catering, and entertainment.
  • Reconcile corporate meeting card payments and monitor spending.
  • Use tools like Cvent, Zoom, Smartsheet, and On Arrival for event setup and tracking.
  • Generate reports and update information, including rooming lists and transportation arrangements.
  • Troubleshoot on-site event issues and ensure smooth execution.
  • Maintain accurate Health Care Professional (HCP) Sunshine Reporting.
  • Track event budgets and expenses using the Cvent registration system.
  • Perform additional tasks and responsibilities as required within the role's scope.
  • Stay updated on trends in event planning, proactively addressing operational challenges.
Required Qualifications:
  • Associate's or bachelor's degree or equivalent experience.
  • Proficiency in using event management software such as Cvent and Smartsheet.
  • Strong organizational skills and ability to handle multiple tasks while maintaining high customer service standards.
Preferred Qualifications:
  • Experience in medical education or event planning.
  • Knowledge of Health Care Compliance (HCC) regulations.
Education:

Bachelor's Degree



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