Speaker Bureau/Events Coordinator

Calcium+Company • ,

1d

About The Position

The Speaker Bureau/Events Coordinator acts as the central hub between pharmaceutical clients, field sales representatives, medical speakers, and venues. The role balances regulatory compliance with the execution of live, virtual, and hybrid events. The coordinator plans speaker programs and related events from kickoff through close-out, manages speaker and client communications, oversees program logistics and vendors, tracks invitations and attendance, and supports financial reconciliation.

Requirements

• Bachelor's degree required.
• 1 year of relevant experience in pharmaceuticals or event planning.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Strong oral and written communication skills.
• Team-oriented mindset and a proactive approach to problem-solving.
• Willingness to be flexible and go beyond the described duties to support the team and the work.

Responsibilities

• Plan and execute live, virtual, and hybrid speaker programs or related events from kickoff through close-out, including date selection and room scheduling.
• Serve as the primary point of contact for speakers and clients, handling recruitment, availability, travel arrangements, and pre-program briefings.
• Enforce standard operating procedures (SOPs), track speaker payments, and ensure all interactions are logged.
• Coordinate venue selection, contract negotiation, food and beverage orders, and audiovisual requirements, often alongside third-party agencies.
• Generate program invitations, manage registration or RSVPs, and track attendance lists.
• Monitor program budgets, process speaker honoraria and expense claims, reconcile invoices, and compile post-event financial reports.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level