Job Description

The Display and Exhibits Coordinator will coordinate the full logistics of all congresses and exhibits programs which include but not limited to, reviewing requests for accuracy, securing approvals, managing registration, executing customer-specific agreements, payment processing, marketing materials management, and program reconciliation.

• Database management - manage promotional educational programs within the firm's proprietary events management platform
• Budget management - assisting customer representatives within their program planning budget to ensure they meet client business rules and guidelines
• Coordinate all life cycles of Congresses and Exhibits from start to finish
• Communicate daily with customer team and appropriate stakeholders
• Run daily metric reports to ensure all tasks within the C&E are executed within a timely fashion
• Coordinate with account stakeholders (via telephone and email) regarding their event status as well as required follow-ups for any missing information. Able to read, interpret, and execute legal contracts on behalf of stakeholders.
• Ensure payments are processed in an efficient and timely manner
• Adhere to performance metrics, standard operation processes and procedures, as well as compliance guidelines for the related customer
• Maintain current knowledge of appropriate regulations, e.g., OIG, PhRMA Code
• Adherence to various policies (i.e., confidentiality, sensitive communication, intellectual property)
• Effectively manage high volume of meetings while also responding to emails and phone calls

Competency Requirements:

• Strong interpersonal, verbal, and written skills both internally and externally with the ability to effectively engage with the customer
• Skilled in Customer Service, and the ability to solve problems while ensuring customer satisfaction is met
• Strong organizational skills with great attention to detail
• Familiar with health sciences and regulated environments
• Ability to work independently, with competent decision-making skills, and successfully manage multiple priorities in a fast-paced environment
• Strong working knowledge of Gmail and Microsoft Office Product Suite, and able to quickly learn to utilize similar tools and software as needed
• Positive attitude at all times and the ability to work with a team and maintain a “Whatever it Takes” attitude
• Ability to boost team morale
• Ability to take constructive feedback and adjust in order to progress forward
• Ability to take on additional ad hoc tasks as needed to support the team without complaint
• Ability to work flexible schedules and/or extended hours to meet clients’ business needs
• Ability to maintain productivity while performing repetitive planning tasks every day
• Basic Math and Spelling proficiency
• Ability to work and thrive in a team atmosphere

Education/Skills Experience Desired:

• A background in event planning is preferred, but not required
• B.S. or B.A. degree or equivalent experience
• 3+ years’ experience working at a pharmaceutical/biotech or third-party agency a plus
• Great for individuals with a Sales, Hospitality, or Customer Service background
• Must be a go getter and very personable at the same having patience with the process
• Possess strong analytical and problem-solving skills

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