Meeting Coordinator

New opportunity! ClinicalMind is a full-service Medical Communications Company with extensive experience in specialty therapeutic areas. We offer unique, cutting-edge live and digital initiatives designed to integrate, support, and enhance our client objectives and drive additional engagement with key customers.

ClinicalMind’s talented team defines our company. Anyone who works in this business knows that their success is based on one thing above all else – the people. Come join a growing Medical Communications Agency!

Job Summary

The Meeting Coordinator is an entry level position that works with the team to implement promotional pharmaceutical and biotech supported programs and activities. These include a variety of in-person and virtual medical education programs such as speaker training meetings, advisory boards, focus groups, webinars, and satellite symposia. In addition, we offer a variety of innovative technology such as speaker portals, virtual advisory boards, and online program support. A comfort level with technology is required. This position includes administrative duties, database management, phone support, and email communications and some travel.

Job Responsibilities

• Act as main point of contact for all attendee inquiries
• Send all required meeting communications to attendees, including invitations, confirmations, travel confirmations, and final meeting documentation
• Manage RSVPs and provide regular RSVP reports to Meeting Planner and cross-functional teams.
• Create, update daily maintenance of program databases
• Create and manage attendee Response Chart
• For all live events, manage the materials development and production for onsite materials which includes liaison with vendors and in-house merging, printing and collating of materials
• Responsible for the creation, customization and configuration of virtual and live event registration pages
• Responsible for managing program material and correspondence routing via online project management system
• Process attendee and faculty expense reimbursements
• For virtual events provide assistance and guidance with any attendee connection issues, as well as basic technical support during an event
• Generate and download reports: registrant, attendee, polling responses, and Q&A for virtual events
• For live events facilitate attendee Hotel, Air & Ground arrangements
• Provide onsite meeting support when needed
• Create aggregate spend reports according to client compliance regulations
  
  

Job Qualifications

• Bachelor's degree preferred
• 1-3 years’ work experience in meetings and events
• Solid Excel Skills, familiarity with CVENT and Workfront a plush, MS Office Suite
• Ability to handle confidential information in a discreet, professional manner
• Positive contributor to the team by supporting and executing projects as needed
• Must be extremely organized and possess superior attention to detail
• Excellent written and verbal communication
• Ability to multi-task, prioritize workload and meet deadlines
• Physical ability to lift boxes and meeting materials
• Moderate to extensive travel required and may involve weekends from time to time.
• In office days once a week (Tuesdays)
  
  

Compensation: $50,000-$59,000

Disclaimer

ClinicalMind provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.