Meeting Coordinator

Clinical Care Options LLC

32d

About The Position

Decera Clinical helps life sciences companies accelerate HCP adoption of breakthrough therapies through three divisions: Accredited Medical Education, HCP Insights, and Medical Communications. As the Scientific Activation™ company, Decera Clinical supports pharmaceutical and biotech partners in engaging HCPs with clear, credible information that strengthens clinical understanding and decision-making. With more than twenty years of experience across major therapeutic areas, Decera Clinical delivers trusted scientific engagement that helps HCPs move from evidence to action. To learn more, visit deceraclinical.com. We are seeking a Meeting Coordinator to join our growing team! This position provides logistics coordination support for in-person and hybrid medical education meetings with a variety of tasks from program kick-off to post-program completion. Including vendor coordination, travel accommodations, food and beverage planning, audio visual and production, and financial reconciliation.

Requirements

Undergraduate degree and/or 3 years’ experience in the meeting planning industry, including delivery of in-person, virtual, and hybrid meetings
Strong interpersonal and communication skills (oral and written)
Strong attention to detail, highly organized, with good time management skills
Highly motivated, shows initiative, and works effectively both independently and as part of a team
Ability to handle diverse tasks with time demands
Proficient in Microsoft Office Suite (Word, PowerPoint, Excel, and Outlook)

Nice To Haves

Experience in medical education events or pharmaceutical meetings preferred
Experience creating and managing programs on virtual platforms, Zoom preferred

Responsibilities

Attend internal meetings to discuss project status and work closely with the team to execute timeline tasks.
Provide support with venue and vendor sourcing and contracting. Negotiate the best rates and contract terms to ensure cost savings and risk management.
Coordinate food and beverage menu planning, communication with venues, and submitting final guarantees.
Coordinate Faculty air travel, ground transportation and hotel accommodations. Work within the company's preferred travel platform to manage travel inquiries/approvals.
Manage and maintain hotel housing blocks and rooming list for program events, including coordination with staff and hotel contacts regarding reservation changes and confirmation distribution.
Management of meeting expenses to align with overall budgetary needs. Review and reconcile final invoices and pass-through cost within mandated timelines.
Maintain Salesforce events platform by updating event pages.
Prepare program on-site guide to include pertinent logistics information.
Arrange printing and shipping of event materials, supplies and signage.
Manage acquisition and inventory of meeting supplies and materials.