Travel Coordinator - Program/Event

Veeva Systems•New Jersey - Lyndhurst, NJ

1d•Onsite

About The Position

Veeva Systems is seeking a Travel Coordinator to manage travel booking, itinerary management, and compliance for pharmaceutical educational events. This role is crucial for ensuring that commitments are met on schedule and within budget in a high-volume, deadline-driven environment. The coordinator will maintain consistent communication with various internal and external stakeholders.

Requirements

High School diploma or equivalent.
1-2 years of experience in a related field (Travel Agency, Sales, Hospitality, Pharmaceutical, Medical Industry, and Customer Service).
Strong analytical and problem-solving skills.
Professional and clear oral and written communication and etiquette skills to successfully manage high phone and email volume.
Demonstrated ability to work in a fast-paced environment, changing planning activities and/or multitasking often to meet fluctuating customer/company priorities.
Proficiency in MS Office (Word, Excel - including financial calculations, pivot tables, VLOOKUP’s) and Gmail.

Nice To Haves

College Degree
Pharmaceutical Speaker Bureau experience
Pharmaceutical Event Planning experience
Exceptional attention to detail
Ability to work and thrive in a team atmosphere
Positive attitude and maintain a “Whatever it Takes” attitude
Ability to take on additional ad hoc tasks as needed to support the team
Ability to maintain productivity while performing repetitive planning tasks every day

Responsibilities

Arrange and book travel for HCPs, including flights, hotels, and ground transportation.
Create detailed, accurate travel itineraries and communicate them to HCPs.
Ensure all travel arrangements adhere to company travel policies, budget constraints, and industry regulations (e.g., visa/passport requirements, health advisories).
Manage promotional educational programs within the proprietary system.
Assist customer representatives with their program planning budget to ensure they meet customer business rules and guidelines.
Communicate frequently with sales representatives and faculty as needed.
Ensure all event materials are complete and accurate.
Work closely with other team members to ensure successful execution of events and travel.
Adhere to various policies (e.g., confidentiality, sensitive communication, intellectual property).
Effectively manage a high volume of events while also responding to emails and phone calls.
Manage and monitor a high volume of emails daily.
Cover after-hours phone line from 5 pm to midnight on a rotated basis.
Work in-office Tuesday, Wednesday, and Thursday.