Meeting Coordinator

1 week ago

Santa Clara, California, United States KellyOCG Full time
Meeting Planner Job Description

We are seeking a highly organized and detail-oriented Meeting Planner to join our team at KellyOCG. As a Meeting Planner, you will be responsible for coordinating and executing events, conferences, and meetings for our clients.

Key Responsibilities:

  • Partner with Global Strategic Marketing to execute Health Care Professional events for the Ottava team
  • Manage full logistics planning for events, including assisting with airfare, ground transportation, hotel and meal arrangements for US and International Attendees
  • Manage event materials and hosting if in the respective client facility
  • Partner with JNJ Travel to source hotels as needed
  • Establish processes in Santa Clara institute with onsite staff and JJI Team
  • Manage event registrations in Cvent
  • Reconcile attendance for each event
  • Manage credit card payments and maintain accurate receipts
  • Resolve any vendor payment or receipt discrepancies
  • Keep accurate and timely records in dedicated SharePoint site
  • Communicate all necessary event details to event lead
  • Host all attendees onsite during events and manage setup and breakdown of event
  • Manage, print, and prepare all event materials to be used onsite, including security badges
  • Secure JJI space as needed for events
  • Adhere to all HCC/Legal/Privacy Guidelines and Global Travel & Entertainment Policy
  • Adhere to Cross Border Policies

Requirements:

  • Bachelor's degree (highly preferred)
  • Minimum of 2 years meeting planning experience
  • Experience in MD/Pharma (highly preferred)
  • Strong customer focus and commitment to providing superior service
  • Strong written and verbal communication skills, including grammar and syntax
  • Strong presentation skills
  • Strong interpersonal skills
  • Strong typing skills and proficiency in Microsoft Word, PowerPoint, and Outlook
  • Cvent experience
  • Ability to acquire experience with J&J Systems on the job

What's Next:

Once you apply, you'll proceed to next steps if your skills and experience look like a good fit. We're committed to helping you discover what's next in your career, so let's get to work.

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