Event Coordinator

Operations

• Utilize software systems for the tracking of meetings, event registrations, exhibit service orders, HCP reporting, lead management, and expenses.
• Assist in the development of templates and processes that represent best practices for coordinating attendees at meetings - travel forms, websites, communications, print materials, etc.
• Coordinate utilizing preferred suppliers in execution, such as exhibit displays, print materials, online registration, travel, transportation, or destination management.
• Review company policies and communicate compliance guidelines surrounding planning to the intended audience.
• Ensure healthcare provider reporting is completed on-time and accurately.
• Support our fiscal responsibility with managing payments according to corporate policy with the reconciliation to ensure accuracy of billing.

Conventions

• Administration of the online convention & meeting submission portal system: submissions/approvals, quality checking of requests, sponsorship payments, reporting, and final billing reconciliation.
• Participate in new hire and refresher training to field sales and be a resource for questions.
• Submit requests to our exhibit management company via their online portal for the required displays and supporting services.
• Maintain communication with requestors on the status of their requests and follow-up instructions for attendance.

Act as direct point of contact with applicable associations. In the situation of damaged or missing exhibit displays assist in the tracking and replacement. Provide administrative supportive role to other planners and the manager in the execution of conventions. The following are examples of what support may entail:

• Conference registration
• Securing housing blocks
• Submitting housing reservations
• Coordinating travel, housing and ground for speakers
• Pre-communication materials

Meetings or Special Events

• Support planners and manager in the execution of meetings or special events.
• Development of registration website, reporting and support email communications from the system - invitations, reminders, confirmations, and pre-travel details.
• Maintain the master attendance list.
• Review hotel contract for the block, deadlines, and any terms & conditions that are important to note for attendance.
• Submit the rooming list to hotel and communication ongoing changes.
• Work with the travel agency with providing travel parameters, tracking progress of bookings, and gathering reporting.
• Coordinate transportation to support the scope of the meeting (airport, events, etc.).
• When attendees make requests outside of parameters coordinate the escalations to management according to meeting policy set.
• Provide white glove service to our attending VIPs (executives or speakers), including communicating with assistants, maintaining documentation to their specific arrangements, and ensuring onsite their rooms, transportation, etc. is executed.
• Sourcing of meeting supplies, promotional giveaways, or gifts.
• Printing of name badges, tent cards, signage, marketing materials, etc. Packing and shipping supplies to meeting.

When onsite will have an administrative role to the planner and manager in the execution of the meeting. The following are examples of what support may entail:

• Attending pre-con with hotel to confirm requirements for VIP support, housing, bell stand, housekeeping, room deliveries, etc.
• Assist with shipment tracking, office organization, and the inventory/assembly of materials.
• Staff the registration desk with presenting a professional welcome, distributing meeting materials, delivering important reminders, and available to answer ongoing questions during posted open hours.
• Contact with transportation company related to VIP car coordination and arrival tracking, working with hotel to ensure room is ready for check-in and for departures that cars are staged and ready on-time.
• Manage any requests by VIPs.
• During evening events assist as directed by planner or manager in supporting team.

• 5+ years of experience in meeting and event planning, preferably in the pharmaceutical industry.

• Familiar with FDA Regulatory Guidelines.

• Must have strong customer service focus.

• Ability to work collaboratively in a team environment to generate outstanding results.

• Strong project and budget management skills. Ability to handle multiple priority projects simultaneously and meet tight deadlines.

• Possess experience working in a customer-facing role with proven conflict resolution abilities.

• Excellent oral and written skills required to effectively communicate with leadership, sales and marketing.

• Must be a team player and flexible with providing cross support to fellow team members.

• Proficient with Microsoft Office software programs.

• Demonstrated previous experience with event management software.

• Travel required, not to exceed 10% of annual hours and dependent on corporate policy.

We offer an excellent salary and benefits package including medical, dental and vision coverage, as well as life insurance, disability,401K with company contribution, andwellness program.

Fresenius Kabi is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, citizenship, immigration status, disabilities, or protected veteran status.