Speaker Program Specialist

Heartflow

22h•$75,000 - $120,000•Remote

About The Position

Heartflow is a medical technology company focused on advancing the diagnosis and management of coronary artery disease. Its AI-driven, non-invasive cardiac technology supports clinicians in evaluating coronary artery stenoses, blood flow, and atherosclerosis. The company’s products have been used for more than 750,000 patients worldwide and are cleared for use in the U.S., U.K., Europe, Japan, and Canada. The Speaker Program Specialist schedules, coordinates, and supports healthcare professional (HCP) education programs run by Heartflow’s Medical Affairs team. The role owns the program calendar from identifying appropriate education and booking HCP faculty through scheduling and payment reporting. It maintains accurate schedules, contracts, budgets, Salesforce records, and program documentation to support timely, compliant operations. This is a remote position with travel within the U.S. up to three times per year. The position requires a related BA/BS or equivalent experience. The posting lists 2–3 years of medical device or pharmaceutical industry experience working with HCPs as preferred experience. The estimated total compensation range is $75,000 to $120,000 per year, plus bonus.

Requirements

Experience in the medical device or pharmaceutical industry coordinating medical education programs, events, or operations.
Highly detail-oriented, with a track record of scheduling and running multiple programs at once.
Excellent organizational, time-management, written, and verbal communication skills.
Proficiency in Salesforce, Zoom Webinars, Google Suite, and MS Office calendars and spreadsheets.
Ability to work independently in a work-from-home environment, proactively solve problems, and adapt to changing priorities.
A BA/BS in a related field or equivalent experience.

Nice To Haves

Familiarity with HCP interaction rules, such as the AdvaMed Code and the Sunshine Act/Open Payments.
Blackthorn experience.
Two to three years of experience in the medical device or pharmaceutical industry working with Healthcare Professionals (HCPs).

Responsibilities

Identify and confirm HCP faculty and speaker availability; create invitations and send calendar holds; and manage confirmations, waitlists, cancellations, and rescheduling.
Build and maintain the master calendar of HCP education programs while avoiding conflicts.
Maintain Salesforce.com data and Blackthorn program records so program, faculty, and attendee information stays current.
Coordinate HCP and internal travel within Heartflow policy, and arrange room blocks, meals, and office meeting rooms for internal meetings.
Provide administrative support for education programs, including pre-program materials, back-end Zoom webinar support for virtual programs, and post-program feedback.
Process, send, and track HCP contracts, and work with Legal on contract-language updates.
Confirm that each HCP engagement has a documented need and fair-market-value rate before scheduling, and keep program files audit-ready.
Capture HCP transfers of value, including meals, travel, and honoraria, at each program and support Open Payments reporting.
Reconcile expenses as needed through Concur.
Track program types, faculty-led education, and attendance, and prepare clear summaries for Medical Affairs leadership.
Conduct other administrative tasks for the Medical Affairs team as needed.