Coordinator, Meeting & Event Operations

Vision2Voice Healthcare Communications; Omaha (NE); On-site; USD 50,000 - 55,000; Full time

Job summary

Vision2Voice, Inc. is seeking a Coordinator, Meeting & Event Operations to join our Client Services team in either Chicago, IL or Omaha, NE. The role focuses on managing meetings and events from site search through execution, reconciliation and attendee spend reporting.

You will work closely with internal and client stakeholders, hotels, vendors and travel partners to deliver high-quality meetings that align with company policies while maintaining budget compliance.

Qualifications

• BA/BS in Meeting Planning or Business required or preferred.
• Pharmaceutical or medical education industry knowledge is a plus.

Responsibilities

• Collaborate with program management staff to manage the overall logistics of meetings.
• Coordinate preparation and distribution of participant, faculty, and client logistics correspondence.
• Coordinate travel arrangements and partner with approved travel agencies as needed.
• Coordinate hotel arrangements, meeting space, F&B orders, audiovisual services, ground transportation, and other logistics.
• Negotiate cost-effective arrangements on behalf of the client.
• Assist with sourcing venues, review contracts and related documentation.
• Ensure that all contractual obligations are met and meetings comply with industry regulations.
• Assist in health care provider spend reporting by identifying per person expenses in reconciliation process.
• Process invoices, reconcile expenses and maintain accurate financial records for meetings.
• Maintain compliance with company policies and industry guidelines.
• Coordinate the selection, ordering and tracking of meeting materials ensuring timely arrival and destination.

Skills

Communication

Organization

AV knowledge

Teamwork

Problem solving

Education

BA/BS in Meeting Planning or Business

Job description

Vision2Voice, Inc. (V2V) is a dynamic, growing healthcare communications company that partners with pharmaceutical, biotech, and medical device companies to promote the latest medical advances. Founded in 2008 on the Core Values of Honesty, Empathy, Trust, Respect, and Dedication, V2V strives to embody these values by focusing our efforts on what will ultimately improve the lives of patients. As the leader in peer-to-peer healthcare communications and professional strategies, we believe the way we work with our clients is just as important as the final result. Treating clients with respect forms the foundation of our culture. We hold ourselves to the highest standards of integrity and ethics in all that we do.

V2V is seeking a candidate with an interest in meeting planning to serve as Coordinator, Meeting & Event Operations on our Client Services team in either our Chicago, IL or Omaha, NE office. The Coordinator, Meeting & Event Operations, will work with the V2V team to manage meetings and other events, from site search through execution, program reconciliation, and attendee spend reporting. The person in this position will work closely with internal and client stakeholders, hotels, vendors and travel partners to deliver high-quality meetings that adhere to company policies and support business objectives while maintaining budget compliance.

Key Responsibilities:

Coordinator, Meeting & Event Operations

Vision2Voice, Inc. (V2V) is a dynamic, growing healthcare communications company that partners with pharmaceutical, biotech, and medical device companies to promote the latest medical advances. Founded in 2008 on the Core Values of Honesty, Empathy, Trust, Respect, and Dedication, V2V strives to embody these values by focusing our efforts on what will ultimately improve the lives of patients. As the leader in peer-to-peer healthcare communications and professional strategies, we believe the way we work with our clients is just as important as the final result. Treating clients with respect forms the foundation of our culture. We hold ourselves to the highest standards of integrity and ethics in all that we do.

V2V is seeking a candidate with an interest in meeting planning to serve as Coordinator, Meeting & Event Operations on our Client Services team in either our Chicago, IL or Omaha, NE office. The Coordinator, Meeting & Event Operations, will work with the V2V team to manage meetings and other events, from site search through execution, program reconciliation, and attendee spend reporting. The person in this position will work closely with internal and client stakeholders, hotels, vendors and travel partners to deliver high-quality meetings that adhere to company policies and support business objectives while maintaining budget compliance.

Key Responsibilities:

• Collaborate with program management staff to manage the overall logistics of meetings
• Coordinate preparation and distribution of participant, faculty, and client logistics correspondence
• Coordinate travel arrangements and partner with approved travel agencies as needed
• Coordinate hotel arrangements, meeting space requirements, Food and Beverage orders, audiovisual services, ground transportation, and other logistics
• Negotiate cost-effective arrangements on behalf of the client
• Assist with sourcing venues, review contracts and related documentation
• Ensure that all contractual obligations are met and that meetings comply with pharmaceutical industry regulations
• Assist in health care provider spend reporting by identifying per person expenses in reconciliation process
• Process invoices, reconcile expenses and maintain accurate financial records for meetings
• Maintain compliance with company policies and industry guidelines related to meeting planning and management
• Coordinate the selection, ordering and tracking of meeting materials ensuring that they arrive on time and at the proper destination
• Ensure that client quality standards are upheld at all times

Required Skills:

• Good communication and people interaction skills
• Strong organizational and project management skills
• Understanding of meeting-related technical needs, such as AV
• Ability to work in a team arrangement and alone
• Good problem-solving skills

Qualifications:

• BA or BS degree with a Meeting Planning or Business focus
• Pharmaceutical or medical education industry knowledge is a plus

Salary range including annual bonus: $50K-55K; depending on experience.