Executive / Officer - Industrial Engineering (Word Study)
Jafferjee Brothers Exports (Pvt) Ltd
Job type full-time
Full job description
Speaker bureau program coordinator
The speaker bureau program coordinator is responsible for the day to day management and execution of logistics for various pharmaceutical and biotech speaker bureau programs and ensuring programs are on-schedule and within budgetThis position includes administrative duties, database management, phone support, and email communications with some travel requiredAdditionally, this role is responsible for developing positive working relationships and maintaining consistent communication with sales representatives, faculty, suppliers, and internal staff throughout the process while working closely with internal speaker bureau teamThey will adhere to client and industry guidelines and cm standard operating proceduresThis individual will manage all project operations from inception to executionThis role will include maintaining budgets and enforcing deadlinesA comfort level with technology is required.
Roles and responsibilities
Speaker bureau program coordination:
Provide full-service program management services for virtual and live speaker bureau programs
Coordinate virtual meetings and provide meeting links to faculty and attendees
Coordinate and walk through virtual meeting rehearsals, as needed, with faculty and reps
Attend/oversee implementation of virtual meetings
Source and secure space at off-site venues and restaurants
Coordinate all meeting logistics including registration, ground transportation, hotel accommodations meeting room set-up, audio/visual services, meal functions, venue contracts, on-site staff, and budget reconciliation at conclusion of program
Act as liaison with sales representatives to confirm requested program specifics upon receipt of program request; to communicate program updates and to confirm/remind regarding planning process and program execution
Make menu selections while adhering to budget and compliance guidelines; sign and review beo and finalize venue logistics with rep to ensure program needs have not changed; review and log venue receipts post-program
Keep detailed files on all aspects of communication, correspondence and financial documents relating to each program including records of contracts and special menu selection.
Provide timely and accurate reporting to the speaker bureau director (sbd) on project status
Attend and contribute to weekly team status meetings (internal)
Track and record estimated and actual speaker honorarium, expenses, travel, food and beverage costs and audiovisual equipment
Complete reconciliation of programs per internal and client processes
Utilize database for initiating and tracking progress of each program
Provide coverage for other team members when needed
Full understanding of quality control process to include but not limited to client qc process and resolution methodology
Maintain good understanding and adherence to client and industry compliance guidelines
Bachelor’s degree preferred
Must be extremely organized and possess superior attention to detail
Excellent written and verbal communication
Ability to multi-task, prioritize workload and meet deadlines
Able to see long-term assignments through to completion
Excellent problem-solving skills
Familiarity with meeting planning, contract negotiation and fiscally responsible meeting spend
Strong administrative and computer skills
Position qualifications and requirements:
Travel: minimal travel may be required
Location: new york, ny (post covid), remote considered
Personal, professional attributes and knowledge: the ideal candidate will be an intelligent, quick, forward and strategic thinking, multi-tasking individual who is team-oriented, collegial, and proactiveHe/she will make sound decisions based on a combination of seeking input from managers, good judgment and intuitionHe/she will be goal oriented, motivated, and will have an extremely high energy levelHe/she must possess superior communications skills and well-developed interpersonal skillsA sense of humor is considered an important quality as is a natural, optimistic attitude.
This role of speaker bureau program coordinator requires exceptional listening skills and the ability to relate to a wide variety of staff and healthcare providers and to understand their needsRegardless of his or her skills and experiences, however, the successful candidate must have the demonstrated ability to gain and enhance the respect and trust of superiors, peers, subordinates, clients and the clinical experts with whom he/she interactsHe/she must be confident and self-aware, possessing the highest professional standards and personal and professional integrityHe/she will always maintain a strictly professional relationship with all clients and their representatives, independent contractors and consultants, faculty, key opinion leaders, advisory board members or anyone else paid to participate in, consult with or perform services for or on behalf of cm or its clients.
The speaker bureau program coordinator will present a high sense of urgency and a strong need and desire to get into the detailThe successful candidate will be a passionate dynamic person by nature and approach challenges with a solutions orientation.
Clinicalmind is committed to equal employment opportunity and to attracting and retaining the most qualified employees regardless of race, national origin, religion, sexual orientation, gender, age or disability.