Industry Relations Coordinator

TalentRemedy•Washington DC, DC

5d•Remote

About The Position

This is a remote position. Our client is the leading medical society for interventional cardiology professionals, representing more than 5,200 members across 75 countries. Reporting to the Vice President of Industry Relations, the Industry Relations Coordinator supports the planning, execution, and management of industry partnerships and engagement activities across meetings and initiatives. This role provides comprehensive administrative and operational support to the Industry Relations and Development teams, ensuring the seamless coordination of meetings, partner communications, and program logistics. The Coordinator plays a key role in assisting exhibitor and sponsor deliverables, supporting on-site meeting execution, and maintaining accurate data and reporting within systems such as M Events and internal tracking tools. This position also collaborates cross-functionally with internal teams, including Meetings, Education, and Marketing, to ensure alignment, timely execution, and consistent sponsor recognition across all programs. Additionally, the role supports industry-facing events such as Think Tank sessions, advisory boards, and focus groups, while maintaining organized documentation systems and contributing to continuous process improvement. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced, deadline-driven environment while delivering a high level of service to internal and external stakeholders.

Requirements

3-5 or more years of experience providing high-level administrative and coordination support in a fast-paced professional environment, with demonstrated organizational skills and the ability to manage multiple priorities and meet deadlines.
A bachelor’s degree is preferred.
Strong written and verbal communication skills, with the ability to draft clear, professional correspondence and effectively engage with external stakeholders, including industry partners, physicians, and vendors.
Advanced proficiency in Microsoft Excel (data organization, tracking, and basic analysis) and PowerPoint (developing clear, engaging presentations).
Experience working with databases or association management systems (e.g., Protech or similar platforms).
Prior experience supporting a medical society or working with physicians, healthcare professionals, or member volunteers is strongly preferred.

Responsibilities

Provide comprehensive administrative and operational support to the Industry Relations and Development teams across all programs, meetings, and partnership initiatives, ensuring smooth day-to-day operations.
Maintain and organize the Industry Relations/Development SharePoint site, ensuring all documents and resources are filed timely and accurately in accordance with established organizational standards and naming conventions.
Coordinate the shipment and inventory of Industry Relations materials and collateral for meetings and events.
Collaborate cross-functionally with internal departments (e.g., Meetings, Education, Marketing) to align timelines, ensure deadlines are met, and deliverables are executed efficiently.
Schedule and lead weekly Industry Relations team meetings, working with team members to gather, update, and organize report-out content.
Review industry meeting transcripts for accuracy and file in the appropriate OneNote folder.
Coordinate outreach, scheduling, and logistics for meetings, calls, and onsite engagements with industry partners, organization staff, and physician volunteers, including activities at 2 national conferences.
Assist in preparing agendas, briefing materials, and follow-up communications to support productive partner engagement.
Support logistical planning and execution for key organization partner programs, including Think Tank sessions, advisory boards, focus groups, and other industry-facing events.
Assist in sponsorship, advertising, and deliverable deadlines for organization meetings, ensuring timely fulfillment and high-quality execution.
Support the planning and execution of exhibitor logistics and on-site engagement opportunities within the exhibit hall.
Assist in coordinating pre-event planning and on-site logistics for exhibit hall tours at Organization Meetings, including Hands-on Structural and Peripheral Fellows Courses.
Serve as a support contact for exhibitors' inquiries and escalating issues as needed.
Assist in communications related to exhibit logistics, including timelines, setup requirements, and on-site expectations.
Oversee exhibitor badge registration and management within M Events, ensuring accuracy and compliance with meeting policies.
Generate, analyze, and distribute reports from M Events, including pre- and post-conference attendee lists for exhibitors, hands-on sessions supporters, and satellite symposiums sponsors for organization meetings.
Maintain and update a comprehensive database of exhibitors, sponsors, and prospects to support targeted outreach.
Coordinate meeting gamification initiatives in collaboration with exhibitors, leveraging the M Events platform to enhance attendee engagement and exhibitor visibility.
Work with the Exhibit Sales staff to review marketing, promotional, and meeting materials to ensure accurate and appropriate sponsor recognition in alignment with contractual obligations.
Collaborate with the Education and Marketing teams to manage the distribution of marketing and promotional materials to industry partners for meetings and related initiatives.
Maintain the organization’s Meetings Fundraising Tracker, ensuring accurate and up-to-date tracking of all sponsorships, grants, and industry-supported projects.
Participate in biweekly cross-functional meetings to review payment status and outstanding balances.
Work with the Sales and Exhibit staff in collections and accounts receivable for exhibits and sponsorships invoices, including proactive follow-up on outstanding exhibit and sponsorship invoices.
Collaborate with the finance department to support financial tracking.
Work with the Sales and Exhibits staff to support the application and tracking of exhibit and sponsorship payments in the M Events system and Fundraising Tracker, ensuring accurate financial records.
Identify, recommend, and implement process improvements to enhance team efficiency, scalability, and overall organizational effectiveness.
Maintain and expand standard operating procedures (SOPs), ensuring consistency and continuous improvement across workflows.
Support strategic initiatives and special projects as needed.