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Lead Event Coordinator

2 months ago

Upper Saddle River, New Jersey, United States Health and Wellness Partners Full time

Why Choose Health & Wellness Partners?

Health & Wellness Partners, LLC (HWP) is a pioneering medical and scientific communications agency founded and led by women. We collaborate with stakeholders in the life sciences sector to create award-winning solutions that enhance patient care. Our recent merger with Hybrid Healthcare Communications, LLC has allowed us to combine our strengths, offering clients, providers, and patients exceptional educational programming alongside innovative digital and interactive dissemination methods.

We are dedicated to making a significant impact in healthcare and in the lives of our employees. Our goal is to provide every team member with a fulfilling job within a culture that emphasizes career advancement, well-being, and community engagement. HWP has been recognized as both an MM&M Best Place to Work and an Inc. Best Workplace.

Key Responsibilities

We are seeking a Lead Event Coordinator to join our Speaker Bureau Services team. The Lead Event Coordinator will oversee and implement all arrangements for designated virtual and in-person speaker programs, ensuring compliance with both client and HWP standards.

Core Duties Include:

  • Acting as the primary contact for client sales representatives, speakers, and vendors.
  • Researching and recommending suitable meeting venues for in-person events.
  • Securing identified speakers for the programs.
  • Coordinating all logistical aspects of meetings, including venue selection, audiovisual requirements, speaker travel, accommodations, and ground transportation.
  • Generating and distributing all program-related materials, such as invitations and confirmations.
  • Maintaining detailed program notes and executing necessary data entry tasks.
  • Reconciling actual expenses with estimates and providing all supporting documentation.
  • Understanding and adhering to service level agreements (SLAs).

Qualifications

  • 3-5 years of experience in event coordination, with a preference for pharmaceutical meeting planning or speaker bureau experience.
  • Ability to work flexible hours across different time zones for nationwide clients.
  • Strong interpersonal skills, capable of effectively engaging with internal and external stakeholders at all levels.
  • Excellent organizational abilities and a keen eye for detail.
  • Proficiency in Zoom and Microsoft Teams for virtual program planning and execution.
  • Familiarity with Veeva Events is advantageous.

What We Provide

  • Comprehensive medical, dental, and vision insurance fully covered by the employer.
  • 401k plan with employer matching.
  • Eligibility for profit-sharing opportunities.
  • Generous paid time off, including a week off in December for the holidays.
  • Paid time off for volunteer activities.
  • Tuition reimbursement programs.
  • Access to an on-site gym and various employee wellness initiatives.
  • Casual dress code.
  • Extensive mental health support services.
  • Leadership development training and additional career growth programs.
  • Options for remote and hybrid work schedules.
  • Salary range: $58,000 - $73,000 annually, based on experience and qualifications.

Equal Opportunity Employer

Please note that only candidates who meet our qualifications will receive a response.