Event Coordinator

Description and Requirements ABOUT WCG: WCG’s clinical solutions are built on a foundation of best-in-class clinical services companies. We deliver transformational solutions that stimulate growth, foster compliance, and maximize efficiency for those performing clinical trials. WCG is proud to serve individuals on the frontlines of science and medicine, and the organizations striving to develop new products and therapies to improve the quality of human health. It is our role to empower them to accelerate advancement, while ensuring the risks of progress never outweigh the value of human life. WHY WE LOVE WCG: At WCG, our employees are our most valuable asset, and as with all our assets, we invest in them with an eye toward future success. We provide each eligible employee with a comprehensive set of benefits designed to protect their personal and financial health to help make the most of their future. Comprehensive Benefits package - Health, Dental, Vision, Life Disability, 401k with match, and flexible spending accounts Employee Assistance Programs and additional work/life resources Referral Bonuses and Tuition Reimbursement Flexible PTO Volunteer Time Off to benefit the community Opportunities for career development with on-the-job training, certification assistance, and continuing education reimbursement Please note that the majority of work will be conducted remotely. However, this position requires frequent travel to Princeton, NJ and New York City for on-site events, and proximity to those cities is preferred. Additionally, events may be scheduled on weekends and evenings and candidates must be available to work during these times as needed. The expected base salary range for this position is $41,490 to $64,500. This salary range may vary based on the candidate’s qualifications, experience, skills, education, and geographic location. JOB SUMMARY: The Event Coordinator is responsible for planning, coordinating and executing a variety of events hosted by or attended by WCG. This position will also support all WCG event-based initiatives. ESSENTIAL DUTIES/RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. The accountabilities listed below are representative of the knowledge, skills, and/or ability required. Collaborates with internal teams and external vendors to plan and organize events for multiple national meetings, large-scale conferences, and small events simultaneously. This includes researching, identifying and proposing potential venues, securing space as needed, building a rooming list, maintaining a master attendee list, securing transportation, maintaining transportation manifest, communicating with attendees if necessary, and other event logistics as requested. Performs meeting planning including but not limited to securing meeting space, managing food and beverage needs, overlooking audiovisual needs, securing housing if needed, producing promotional items. Responsible and accountable to maintain accurate data and records of all event-related activities on Monday.com. Works with internal and external stakeholders on collecting speaker bios, session descriptions, slides, handouts, photos, etc. Conducts research and identifies venues based on review of situational requirements via RFPs for special events like board dinners, speaker dinners or spouses’ tours and prepares PowerPoint presentation of recommended findings. Develops and maintains solid relationships with contacts in the events industry. Manages speakers on site, including their transportation and housing needs. Creates banquet and event orders and reviews to ensure accuracy. Oversees on-site event logistics execution including troubleshooting, immediate autonomous decision making based on policy and professional judgement ensuring all aspects of the event run smoothly. Assists with WCG presence at industry events by contributing to WCG booth designs, securing housing in advance of conference for potential attendees, registering all WCG attendees, maintaining the WCG attendee list, compiling the logistics document per conference/industry event. Learns our online technologies and assists with virtual events as needed. Creates and conducts post-event evaluations. Analyzes responses and prepares post-event report for management which includes areas of success and improvement. Performs data entry and other administrative functions as needed. Other duties as assigned by supervisor. These may, on occasion, be unrelated to the position described here. EDUCATION REQUIREMENTS: Bachelor’s Degree or equivalent combination of education, skills, and experience to perform the job. QUALIFICATIONS/EXPERIENCE: Minimum 2 years of experience in the event management industry. Experience in the healthcare or life sciences industry a plus. Exceptional client service skills and enjoys working with the public. A high level of professionalism. Ability and willingness to handle other planning and administrative details of events. Thrives in a challenging and fast-paced atmosphere where prioritizing and multi-tasking are the norm. Excellent organizational skills and exceptional attention to detail. Innovative, resourceful and high in initiative; goes beyond assignments to seek opportunities to improve meetings and events. Strong time management skills and ability to manage concurrent tasks efficiently. High energy, positive attitude, and pride in work product. Strong Microsoft Office skills. Excellent written and verbal communication skills. Ability to work independently and as team member. Requires travel to various event locations which includes Princeton, NJ corporate office and New York City on a frequent basis. Ability to work flexible hours, including weekends depending on event schedules. TRAVEL REQUIREMENTS: 0% – 5% 5% - 10% 10% - 20% 20% - 50% >50% Physical and Sensory Requirements: The physical and sensory requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be offered to individuals with disabilities to assist in performing the essential functions of the position. Work activities involve light to moderate physical effort (for example, sitting in one place for extended periods of time, standing, walking, bending, lifting lightweight objects, intermittent to sustained periods of keyboarding). Majority of time is spent in a seated position with frequent opportunity to move about at will. Activities require a variety of easy muscle movements. Work activities involve a frequent need to concentrate on a variety of sensory inputs for moderate to lengthy durations at a time requiring diligence and attention to interpret effectively. There will be a need to attend to single or simultaneous tasks where accuracy of details is important. The need for detailed and precise work is high. #LI-Remote WCG is proud to be an equal opportunity employer – Qualified applicants will receive consideration for employment without regard to race, color, national origin or ancestry, religion or creed, sex, sexual orientation, gender identity, age, marital status, disability, genetic information, citizenship, veteran status, reprisal or any other legally recognized basis or status protected by federal, state or local law.