Corporate Meeting/Event Coordinator - Entry Level

Speaker Management Coordinator – Speaker Bureau and Marketing ProgramsGeneral Purpose/Summary of Job:The Speaker Management Coordinator will coordinate all life cycles of the contracting process which includes but is not limited to, reviewing requests for accuracy, drafting and executing contracts, ensuring compliance with company policies and legal requirements.Primary Duties and Responsibilities:Database & Data ManagementManage speaker data within the proprietary events management platform, ensuring accuracy and confidentiality for customer accountsGenerate and analyze daily speaker reports to track tasks and update information efficientlyStakeholder & Speaker CommunicationServe as a primary point of contact, providing daily updates to customer teams and relevant stakeholdersCommunicate directly with speakers regarding their contract status and facilitate the collection of any outstanding informationProvide status updates and manage follow-ups with internal account stakeholders for missing speaker detailsContract Management & ComplianceHCP Consulting Contracting experience is a benefitOversee the speaker nomination and contracting process, including generation, redlining, and amendmentsInterpret and execute legal contracts accurately on behalf of stakeholdersStrictly adhere to performance metrics, Standard Operating Procedures (SOPs), and compliance guidelines specific to each customerMaintain current knowledge of relevant regulations (e.g., OIG, PhRMA Code).Ensure adherence to all company policies, including confidentiality, sensitive communication, and intellectual propertyOperational ExcellenceEffectively manage a high volume of tasks while maintaining prompt responses to emails and chatsOrganize and maintain customer email inboxes to ensure timely and appropriate communicationCompetency Requirements: Strong organizational skills with great attention to detailCapability to switch tasks often, and multiple customers simultaneouslyStrong interpersonal, verbal, and written skills both internally and externally, with the ability to effectively engage with the customerSkilled in Customer Service, and the ability to solve problems while ensuring customer satisfaction is metFamiliar with health sciences and regulated environments a benefitAbility to work independently, with competent decision-making skills, and successfully manage multiple priorities in a fast-paced environmentStrong working knowledge of Gmail and Microsoft Office Product Suite, with the skill to work primarily in Microsoft Excel, Smart Sheets, and SignNowPositive attitude at all times and the ability to work with a team and maintain a “Whatever it Takes” attitudeAbility to boost team moraleAbility to take constructive feedback and adjust in order to progress forwardAbility to take on additional ad hoc tasks as needed to support the team without complaintAbility to work flexible schedules and/or extended hours to meet clients’ business needsAbility to maintain productivity while performing repetitive contracting tasks every dayBasic Math and Spelling proficiencyAbility to work and thrive in a team atmosphereEducation/Skills Experience Desired: High School diploma or GED required. A college degree preferred or equivalent experienceExperience working at a pharmaceutical/biotech or third-party agency a plusGreat for individuals with a Sales, Hospitality, or Customer Service backgroundMust be a go-getter and very personable while having patience with the processPossess strong analytical and problem-solving skills