Meeting Coordinator

MEETING COORDINATOR 

New opportunity! ClinicalMind is a full-service medical communications company with extensive experience in specialty therapeutic areas. We offer unique, cutting-edge live and digital initiatives designed to integrate, support, and enhance our client objectives and drive additional engagement with key customers. 

ClinicalMind’s talented team defines our company. Anyone who works in this business knows that their success is based on one thing above all else – the people. Come join a growing medical communications agency! 

Position Summary 

Energetic, eager to learn, entry level meeting coordinator to work with the team to implement promotional pharmaceutical and biotech supported programs and activities. These include a variety of live and online medical education programs such as speaker training meetings, advisory boards, focus groups, webinars, and satellite symposia. In addition, we offer a variety of innovative technology such as speaker portals, virtual advisory boards, and online program support. A comfort level with technology is required. This position include administrative duties, database management, phone support, and email communications and some travel. 

 Job Responsibilities 

• Act as main point of contact for all attendee inquiries 
• Create, update daily maintenance of program databases 
• Create and manage attendee Response Chart 
• For all live events, manage the materials development and production for onsite materials which includes liaison with vendors and in-house merging, printing and collating of materials 
• Responsible for the creation, customization and configuration of virtual and live event registration pages 
• Responsible for managing program material and correspondence routing via online project management system 
• Process attendee and faculty expense reimbursements 
• For virtual events provide assistance and guidance with any attendee connection issues, as well as basic technical support during an event 
• Generate and download reports: registrant, attendee, polling responses, and Q&A for virtual events 
• For live events facilitate attendee Hotel, Air & Ground arrangements 
• Create aggregate spend reports according to client compliance regulations 

 Job Requirements 

• Bachelor's degree preferred 
• 1-3 years’ work experience in meetings and events 
• Solid Excel Skills, familiarity with CVENT and Workfront a plush, MS Office Suite 
• Ability to handle confidential information in a discreet, professional manner 
• Positive contributor to the team by supporting and executing projects as needed 
• Must be extremely organized and possess superior attention to detail 
• Excellent written and verbal communication 
• Ability to multi-task, prioritize workload and meet deadlines 

 Physical demands 

Some lifting, boxes and meeting materials 

Work environment 

Moderate to extensive travel required and may involve weekends from time to time. In office days prior to live meeting dates for shipping/meeting material preparation.