Program Coordinator

Real Chemistry•Carmel, IN

3d•Hybrid

About The Position

Real Chemistry delivers exceptional meeting and speaker bureau experiences for pharmaceutical and biotech companies, as well as local, state, and national associations. The Program Coordinator provides project-related and administrative support for the execution of live and virtual programs. Programs consist of, but are not limited to, the following: advisory boards, speaker trainings, investigator meetings, sales/training meetings, and speaker programs. The Program Coordinator serves as the liaison between field representatives, HCPs, clients, and the company. This position is a full-time role and is responsible for the preparation and dissemination of all communications regarding assigned projects, as well as ensuring their deliverables are always of the highest quality. The Program Coordinator is a key member of the agency, managing logistical deliverables such as all participant communications, registration websites, on-site team coordination and materials, food and beverage arrangements, vendor arrangements, and travel logistics. This position is also responsible for routing all forms of communications and other deliverables through the company's internal quality assurance process. The Program Coordinator will provide superior customer service to all contacts while ensuring flawless, hassle-free deliverables, from planning through project closing, across multiple platforms, including live and virtual-based programs.

Requirements

BA or BS degree preferred; must have minimum of Associates degree
Minimum of one-year relevant work experience is required
Experience working in a team environment and providing customer service
Proficient in Microsoft Office products (Outlook, Excel, PowerPoint, etc).
Experience working in multiple technology platforms (eg, CRM’s, SharePoint, Cvent, database platforms).

Nice To Haves

project management or meeting planning experience is a plus
Strong Microsoft Excel experience is highly preferred and will be considered a strong asset in this role
Cvent experience is highly preferred and will be considered a strong asset in this role
A love of travel is a bonus — this role does offer the opportunity to travel, so an enthusiasm for getting out on the road (or in the air!) is a big plus

Responsibilities

Serve as point of contact for participants, faculty members, sales representatives, and vendors
Prepare communications and route documents through internal Editorial and QC processes, in preparation for client review/approval
Create registration website and manage attendance
Source venues/menus in accordance with client specifications and ensure regulatory compliance
Coordinate payment with venues
Assist with audiovisual booking/communication
Provide on-site manager contract/booking communication
Prepare, ship, and track on-site box arrival status and reconcile on-site materials
Assist with post program follow-up
Assist with program closeout (venue receipts, Sunshine Act reporting preparations, etc)
Adhere to corporate and industry compliance regulations related to responsibilities
Daily quality control (QC) responsibility for own work
Provide occasional support for virtual events, which may include non-standard work hours
Fulfill other duties and responsibilities as assigned by management