Meeting and Event Coordinator

HCEsquared

11h

About The Position

Interactive Forums, Inc. (IFI), an HCEsquared company, is a strategic KOL engagement firm serving life sciences clients, including pharmaceutical, biotechnology, and consumer health companies, as well as foundations. For more than 25 years, IFI has supported meaningful collaborations with healthcare experts across therapeutic areas. The CES Manager assists with implementing client meetings, including advisory boards and KOL engagement meetings. The role supports meeting planning and coordination across logistics, budgeting, recruiting, tracking, scheduling, and healthcare compliance reporting. It requires exceptional organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment. Travel may be required up to 20% of the time.

Requirements

Bachelor’s degree in Marketing, Business, or a related healthcare field.
At least 2 years of experience with event and meeting management.
Strong project management and coordination skills.
Experience executing in-person events at a corporate level.
Ability to work in a team environment and independently.
Excellent interpersonal skills, including verbal and written communication.
Highly organized and detail-oriented, with a focus on quality.
Ability to prioritize multiple functions and tasks and complete work on time.
Ability to think through and consider all aspects of a project.
Ability to solve problems and exercise good judgment with clients, advisors, vendors, and internal staff at all levels.
Excellent computer skills, including MS Office applications.
Knowledge of database and calendar programs.

Nice To Haves

Experience in the pharmaceutical or healthcare industry.

Responsibilities

Assist Senior Managers in planning and developing meetings, agendas, budgets, and services according to client requirements.
Manage participant communications, including outreach, follow-up, invitations, reminders, travel arrangements, and event details.
Coordinate meeting logistics, including participant lodging and transportation, facilities, banquets, and special requirements, with vendors and suppliers.
Prepare onsite materials, including name badges, tent cards, and handouts.
Maintain records of event activities, including financial details.
Monitor healthcare compliance guidelines and participate in regular client training.
Monitor meeting activities to support participant satisfaction and resolve problems that arise.
Identify opportunities to enhance processes and improve future meetings.
Support development of project plans and timelines.
May act as a client liaison and point of contact for communications and coordination.
Manage onsite meeting space and activities, liaising between clients and healthcare professionals.