Administrative Assistant /Assistant Event Coordinator

The Role

The Assistant Event Planner role is responsible for supporting the Event Planners and helping to manage the day-to-day activities and logistics planning of all strategic meetings and congresses including advisory boards, speaker trainings, investigator meetings, national broadcasts and congress management.

What You’ll Do

• Support customer status calls by prepping agendas and taking status call notes, sending out agendas/notes before and after calls
• Exporting Cvent reports and saving them to the server, sending them to the customer as needed
• Cvent housing block management
• Speaker/HCP travel bookings, saving receipts to the server and uploading them to TP as needed
• AMEX report reconciliation including receipt and charge matching for each event
• Support the event planner in sourcing, preparing sourcing documents and compiling data
• Sending event calendar holds to registered attendees and maintaining customer inboxes
• Ordering event materials for live events (badges/table tents/signage, etc.)
• Monitor daily workload, quality, and adherence to SLAs

Key Priorities

• Ability to assist and reconcile events independently with limited management oversite
• Super user event planner with all Cvent reporting and needs
• Assist and maintain department documentation, SOPs, operational workflows for all customers
• Recommended completion of Certified HMCC, Healthcare Meeting Compliance Certificate Program

Requirements

• 1-2 years’ experience working at a pharmaceutical/biotech or third-party agency to support HCP related events
• Assist in recruitment efforts for team as needed (i.e. screening & interviews), as well as training
• Strong customer service, conflict resolution, organizational and planning skills with attention to detail and accuracy
• Experience sourcing large and small meeting venues, event budget management, travel coordination, lodging (room blocks) and transportation
• Ability to work independently and successfully manage multiple priorities in a fast-paced environment
• Excellent written and verbal communication skills, ability to lead customer status meetings, quarterly business reviews and pre/post conference meetings
• Confident in communicating both internally and externally with C-Suite and HCPs within the strategic meeting and congress environment
• Experience with event related technologies, including Cvent, and strong Excel and PowerPoint skills
• Self-starter with good judgement and integrity, highly motivated and dependable