Medical Education Event Coordinator

Medical Education Event Coordinator

Description:

Join a dynamic team as a Medical Education Event Coordinator, where you will drive the planning and execution of Medical Education programs from start to finish. This role involves collaborating closely with Medical Education and other key internal teams to ensure each event delivers exceptional quality and a memorable experience for participants.

You will oversee the entire event lifecycle, which includes venue sourcing, contract negotiations, audiovisual production, ground transportation, catering planning, event design, technology management, attendee registration, onsite support, evaluations, and budget management. You must excel in time management, adhere to strict deadlines, pay attention to detail, and possess strong written and verbal communication skills while providing top-notch customer service.

Event Management Responsibilities

Plan and coordinate Medical Education courses, Advisory Board Meetings, and Innovation Councils.Prepare and monitor budgets for each event.Provide logistical support and guidance to meeting teams, vendors, and hotel partners before, during, and after events for groups of 40-100 attendees.Conduct site selections, prepare, send RFPs, review, and present venue proposals.Build strong relationships with hotel and AV partners while staying updated on industry trends and market conditions.Ensure compliance with all regulations and codes of conduct regarding interactions with Health Care Providers (HCP).Address and resolve any issues that arise during events.Compile pricing information and negotiate contracts for services and venues.Track and manage all changes, including updates for hotel confirmations and room assignments.Generate detailed reports covering attendee lists, transportation arrangements, and catering details.Maintain expert knowledge of meeting planning policies, compliance, and best practices.Oversee the client experience from conception through to post-event review, ensuring high-level service throughout all phases.Identify resources, conduct site visits, and lead pre-event planning meetings to facilitate event design decisions.Reporting and Compliance

Manage regulatory reporting related to events and adhere to business conduct policies, local laws, and ethical standards.Additional Duties

Employees may be required to perform other reasonable duties as needed and are expected to prioritize safety and environmental protections. Stay current in event planning trends and proactively identify operational challenges.

Requirements

2-4 years of experience in meeting planning and coordination, preferably in the medical sector.Cvent Event Management Certification preferred.Bachelor's Degree is preferred.Willingness to travel domestically up to 25% of the time.Key Competencies

Ability to understand and prioritize customer needs using industry insights to meet objectives.Self-motivated, capable of taking on challenges and performing under pressure in a fast-paced setting.Strong decision-making abilities in high-pressure situations.Flexibility for occasional domestic and international travel.Exceptional attention to detail and accuracy regarding event specifics.Excellent interpersonal communication and customer service skills.Strong organizational skills with meticulous attention to detail.Proven ability to manage time and meet deadlines effectively.The anticipated base compensation for this role ranges from $75,000 to $85,000 annually. Actual pay will reflect factors such as experience and location. In addition to salary, we offer a competitive bonus structure and benefits, including medical, dental, and vision coverage, 401k, tuition reimbursement, generous PTO, and wellness programs.

We are an equal opportunity employer and welcome applications from all individuals regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability.

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